Where am i ? Society Bye-Law Rules and Regulations

1. Interpretation

In these Bye-Laws unless there is anything repugnant to the context:-
a. “Bye-Laws” also includes “Standing Orders” that may be framed hereafter under the provisions of these Bye-Laws;
b. “Standing Orders” mean and include the rules for the conduct of the various activities of the Society and its Committees;
c. “The Society”, and “the Members”, “the President”, “the Vice President”, “the Secretary”, “the Joint Secretary”, “the Treasurer”, “the Joint Treasurer ”, “the General Body”, “the Executive Committee” and “the Sub-Committees” that may be formed, refer to the Photographic Society of Madras, and the Members, the President, the Vice-President, the Secretary, the Joint Secretary, the Treasurer, the Treasurer , the General Body, the Executive Committee and the sub-committees, respectively of the Society;
d. The “Meeting of the General Body" and the “Meeting of the Executive Committee" mean the duly constituted meeting of the General Body of the Members and of the Executive Committee, respectively;
e. "The Year" shall mean the year commencing with 1st April and ending with 31st March with twelve calendar months in between.

2. The Society

The Society is established under the name and for the objectives expressed in the Memorandum of the Society.

3. Membership and Subscriptions

a. Membership in the Society shall be by annual subscription, unless specified otherwise. The membership of the Society is not transferable.
b. Categories of membership will be “Patron Member; Life Member; Honorary Member; Annual Member; Student Member; Guest / Visitor; and Online Member.
c. The Membership Committee is responsible for screening of applications and placing its recommendations before the Executive Committee for approval of membership applications and grant of membership.
d. The fees payable for each of the categories shall be such as may be fixed from time to time at the General Body Meeting.
e. The validity of the Membership unless specifically mentioned, will be for one year.
f. Admission to the Society as members shall be open to all persons above 15 years of age and interested in Photography.
g. Only Patron Members, Life Members and Annual Members shall be elected to the Executive Committee and be part of the Management of the Society.

3.1. Patron membership

Patron membership may be offered by the General Body on the recommendation of the Executive Committee to a life member for his/her outstanding contribution to the Society’s activities over a long period of time. The member will continue to be entitled to full membership rights of a lifetime member. The validity of the membership is the natural life time of such a member.

3.2. Life Membership

Application for Life Membership can be made only by Annual Members. Bye-Law 3 (c) shall be applicable for approval of applications for this category of Membership. The validity of the membership is the natural life time of such a member.

3.3. Honorary membership

Honorary Membership may be granted to any person not being a Member of the Society for his/her outstanding contribution in the field of photography. Conferring of Honorary Membership shall be determined by a vote of not less than 2/3rd majority of the Executive Committee. The Honorary Member will be entitled, with the exception of a constitutional vote, to full membership rights, and all membership fee payments will be waived until that membership is withdrawn in extraneous circumstances by a majority vote of the elected Committee Members. Except this, the validity of the membership is the natural life time of such a member. The validity of such membership will be two years.

3.4. Annual Membership

Annual membership is offered to a new entrant to the club. It is a category by which the subscription is paid annually. Such category of membership shall have voting rights. The validity period of membership under this category shall be one year.

3.5. Student membership

Student membership is offered to individuals enrolled full time in any Educational Institution and on the presentation of their bonafides. The validity period of the membership shall be one year

3.6. Guest / Visitor

A Guest or Visitor is welcome to attend a monthly meeting on registering at the venue of the meeting and on payment of fees as decided by the General Body, from time to time. Special Program will entail payment of additional fees as decided by the Executive Committee.

3.7. Online Member

Online members may interface with the Society only through the Official website. They may attend meetings on payment of Guest fees as applicable. Subscription shall be decided by the Executive Committee from time to time.

4. Application for Membership

An application for membership shall be made in the prescribed form.

5. Removal of a Member

A Member shall cease to be a member and be removed from the Society’s membership if the Member:
I. Fails to pay the fee for the succeeding year's subscription before the end of the current year i.e. 31st March. Such Member shall be removed from the membership rolls after service of due notice. However, the Executive Committee may, for sufficient reasons, allow the member to continue and may extend the time for payment of dues.
II. Indulges or is directly or indirectly involved in any activity that is detrimental to the interests of the Society; or contravenes the Standing Orders or the Code of Conduct of the Society unless the Executive Committee decides not to enforce disciplinary action against the Member on investigation.

6. Readmission of a Member

No member removed from the rolls on disciplinary grounds as stated in 5(a) above shall be re-admitted as a member

7. Rights and Privileges of a Member

The rights and privileges of every member shall be only personal to himself / herself and shall not be transferable or transmissible by his own act or by operation of law.

8. Benefits of Membership

8.1. Patron Member A Patron Member as defined in 3.1 above shall enjoy all the benefits and facilities provided by the Society without the payment of any fees. The member shall be treated with respect by all the members of the Society and shall be expected to follow the rules and abide by the Bye-Laws of the Society. This status shall be enjoyed for the natural life of the said member. The Patron Member will be expected to share his/her experience and knowledge with all the members of the Society. A Patron Member can participate in all activities of the Society including holding an office in the Society and being involved in the Management of the Society. A Patron Member shall have full voting rights. Patron Members shall enjoy a discount of 30% on merchandise offered for sale by the Society.

8.2. Life Member
A Life Member shall enjoy all the benefits and facilities of the Society. All Life Members are expected to take an active part in the maintenance and enhancement of the Society's facilities and benefits. A Life Member must follow all the laws, Codes of Conduct and Bye-Laws of the Society.

8.3. Honorary Member
An Honorary Member shall, like a Life Member enjoy all the benefits and facilities of the Society. The Honorary Member(s) shall be expected to conduct workshops or classes or guided trips to enhance the Society’s performance and share their techniques and knowledge. The Honorary Member must follow all the laws, Codes of Conduct and Bye-Laws of the Society.

8.4. Annual Member
An Annual Member is a full fledged member of the Society and can take part in all activities of the Society. Annual Members are entitled to a 10% discount on merchandise and other charges as decided by the Executive Committee from time to time. The member shall have the right to attend all monthly meetings, photographic trips, workshops, exhibitions and use of the library and all other facilities as and when available. The Annual membership entails the usage of the above mentioned facilities for a period of one year from the date of joining. An Annual Member must follow all the laws, Code of Conduct and Bye-Laws of the Society.

8.5. Student Member
Student Members can attend all the monthly meetings and programs of the Society but will have no voting rights and cannot hold any office in the Society. A Student Member must follow all the laws, Code of Conduct and Bye-Laws of the Society.

8.6. Guest / Visitor
A Guest / Visitor Member shall have the right to enjoy the benefits and facilities as made available by the Programs Committee and it shall be valid only for a program / period of one day. However, in the case of a trip or excursion, a Guest / Visitor Member shall have the right to enjoy the fellowship and the facilities made available to them for that specific period or occasion alone. A Guest / Visitor Member shall not have the right to make any undue demands or suggest changes in any arrangements unless chosen particularly for that reason. A Guest / Visitor Member will be expected to behave as a guest or visitor and required to sign the Guest / Visitor book on their visit. Any suggestions for the improvement of the Society's facilities or benefits may be made in the Visitor’s Book. A Guest Member must follow all the laws, Codes of Conduct and Bye-Laws of the Society.

8.7. All members will be eligible to attend all the monthly meetings without any cost attached. The cost of the trips will be borne by these members at a discount as may be decided by the Program Committee.
8.8. All Members except a Guest/Visitor Member are eligible to get the monthly newsletter ‘Lens light’ by email, free of cost and shall be provided free of cost with an identity card of the Society valid through the membership period as the case may be of Membership. Duplicate cards will be issued on payment of such fee as may be decided by the Executive Committee in case the original is lost / spoilt. On leaving or being removed from the membership, the identity card shall be returned to the Society and the exiting member shall not be permitted use the identity card thereafter.

9. Meetings

a. Monthly meeting Monthly meetings of the Society will be held on the 3rd Saturday of every month, between 5.30pm to 9.00pm.
b. Extra-Ordinary meeting Extra-Ordinary meetings of the Society shall be arranged as and when necessary.
c. General Body Meeting General Body Meetings shall be held at a place, date and time stipulated by the Executive Committee and whenever requisitioned by the Executive Committee.
The Annual General Body Meetings of the Society shall be held before the 30th June in the succeeding year for: 1. adopting the Annual Report for the previous year; 2. passing the statement of accounts for the previous year; 3. electing the members of the Executive Committee for the current year; and 4. any matter desired by any member provided, the said member has given not less than thirty clear days notice to this effect in writing, to the Executive Committee and the President who chairs the meeting accords his / her sanction for consideration of the matter at the Annual General Body meeting. (Someone has suggested 7 days. However, it may take time to consider the request and intimate the members.) The time for holding the Annual General meeting may in exigencies be extended by another three months however not later September of the succeeding year by the Executive Committee. Weren’t these points numbered when presented to the members? If no, we cannot make any changes now.
Extra Ordinary General Body Meetings may be convened by the Executive Committee whenever it thinks fit and shall also be convened by the President and in whose absence, the Secretary or the Honorary Joint Secretary on a requisition signed by not less than 15 members stating the purpose for which the meeting is to be convened. Such meetings shall be convened to take place within 45 days of the receipt of the requisition.
Notice of the General Body Meetings shall be displayed on the Society’s website or delivered per bearer or sent by post / email to every member of the Society twenty one clear days prior to the meeting, specifying the business, place, day and hour thereof. The quorum for a Meeting of any General Body shall be 1/3rd of the members on roll or 50 members which ever is less. In case of lack of the requisite quorum the meeting of the General Body will stand adjourned to the same day, time and venue in following week and for the same business, and in which meeting the members present shall form the quorum. Where a resolution is to be passed by majority, the same shall be considered passed only if passed, by show of hands or votes cast in favor as the case may be, by not less than 3/5th of the members present and voting on the resolution.
d. Executive Committee Meeting The Executive Committee Meetings shall be convened by the Secretary of the Society in consultation with the President of the Society. A minimum of clear seven days notice giving the date, time, venue and business shall be given for the meeting unless waived by majority of the members. The quorum for the meeting of the Executive Committee is five. In case of lack of the requisite quorum the meeting of the Executive Committee will stand adjourned to the same day, time and venue in following week and for the same business, and in which meeting the members present shall form the quorum.

10. Executive Committee and its Office Bearers

A. Executive Committee
The general management and working of the Society shall be in the hands of the Executive Committee, which shall comprise a minimum of twelve members consisting of a President, a Vice-President, a Honorary Secretary, a Honorary Joint Secretary, a Honorary Treasurer, a Joint Treasurer and six other elected members. The above sub-clause may be altered at any Extra Ordinary General Body Meeting and the total number of members on the Executive Committee may be reduced to not less than five or increased to not more than twelve. Members of the Executive Committee shall be elected from the category of Life Members, Annual Members and Patron Members of the Society at the Annual General Meeting through vote by show of hands or a secret ballot and shall hold office for a period of one year not exceeding the last day on which the Annual General Meeting of the Society is due to be held. Members of the Executive Committee may offer themselves as candidates for re-election for a maximum of one additional term only in continuum after which an interval of minimum period of one year is required for seeking reelection to the office of the Executive Committee. Any member of the Executive Committee failing to attend three consecutive meetings shall be deemed to have vacated his / her office of member of the Executive Committee, unless leave of absence is granted by the Executive Committee. In case any casual / interim vacancy arises in the Executive Committee, the Executive Committee shall have the power to fill up such vacancies; provided, not more than three vacancies during the year shall be filled up by such procedure. Provided further that in case more than three vacancies have arisen in a particular year, then the said vacancies in excess of the said three shall be filled at a duly convened Extra-ordinary General Body Meeting of the Society.

B. Office Bearers of the Society
Following shall be the office bearers of the Society. No office bearer shall be entitled to any remuneration for the services rendered by him / her to the Society. However, if the office bearer incurs any expense for and on behalf of the Society, such expense shall be reimbursed to such office bearer only if authorized by the Executive Committee.

The President The President shall reside as Chairman over all the meetings of the Society and regulate the proceedings thereof. The President shall present at each Annual General Body Meeting of the Society an annual report of the work of the Society. The President shall facilitate appointment of all committees, temporary or permanent. The President shall ensure all books, reports and certificates as required by law are properly kept and maintained. The President shall be among one of the Officers authorized to sign the cheques or drafts of the Society. The President shall have such powers as may be reasonably construed as belonging to the Chief Executive of any Organization registered under the Companies Act, 1956.

The Vice President The Vice-President shall act on behalf of the President whenever the President so directs him or is absent from the meeting. The Vice President shall in the event of the absence or inability of the President to exercise his Office become acting President of the Society with all the rights, privileges and powers as if he had been the duly elected President.

The Secretary It shall be the duty of the Secretary to transact all official business of the Society, to arrange and attend to all the meetings of the Society, to prepare minutes of all the proceedings, to carry out all the correspondence of the Society, except such as may be delegated to any other member or members of the Executive Committee and shall be generally responsible for the condition and management of all the properties of the Society other than those entrusted to the care and custody of other members of the Executive Committee. It shall be Honorary Secretary’s duty to file any certificate required by any statute, Central or State. The Secretary shall be the official custodian of the records and Seal of the Society. The Secretary may be one of the Officers required to sign the cheques and drafts of the Society. The Secretary shall present to the members at any meetings any communication addressed to him / her as Secretary of the Society and shall exercise all duties incidental to the Office of a Secretary The Secretary shall have the power to employ from time to time such persons as may be required for working of the Society and to control, impose disciplinary action against them and / or dismiss them, provided that an appeal shall lie to the Executive Committee in such cases of disciplinary action or dismissal.

The Joint Secretary The Joint Secretary shall assist the Secretary and the Executive Committee in all their functions and he shall officiate in the absence of the Secretary.

The Treasurer The Treasurer shall receive all monies due to the Society, pay such sums as may be directed by the Executive Committee, keep an account of all such receipts and payments and render statement to the Executive Committee from time to time. The Treasurer shall remit all collections to the bank or banks wherein the Society keeps an account retaining only a sum of imprest money as decided by the Executive Committee from time to time with himself / herself to meet urgent sundry expenses and an appropriate amount with the Secretary to meet contingency expenses, as decided by the Executive Committee.
The Joint Treasurer The Joint Treasurer will assist the Treasurer in all the accounting and treasury related works of the Society and shall officiate in the absence of the Treasurer and as and when decided by the Executive Committee.

Any Office Bearer may resign at any time before the expiry of his appointed term by sending in a resignation letter to the President and the same shall take effect only after the Executive Committee has accepted it under intimation to the resigning office bearer. Until the acceptance of resignation of the Office Bearer, the President may request the Office bearer to continue to discharge his duties and responsibilities.

11. Responsibilities of Office Bearers of The Executive Committee

a. The President, in his absence, the Vice President shall preside over the meetings of the Society.
b. The President and the Secretary be responsible for the overall administration of the Society.
c. The Secretary shall have powers to appoint or remove office assistants, watchman, servants, etc., of the Society.
d. The Vice-President or the Secretary shall, in consultation with and as authorised by the Executive Committee, call for an Extra Ordinary General Body Meeting for carrying out the business as decided by the Executive Committee.
e. The Secretary shall hold in his custody all records and documents belonging to the Society with the exception of books of accounts, which shall be in the custody of the Treasurer.
f. The Secretary shall conduct all necessary correspondence for and on behalf of the Society.
g. The Treasurer shall be responsible for the maintenance of books of accounts and ensuring timely audit of the accounts of the Society.
h. The cheque books, deposit challans of bank, shall be in the custody and under the control of the Treasurer.
i. The Treasurer shall keep the petty cash with him.
j. The Treasurer is vested with powers to collect the dues from the members, issue receipts and reports to the Committee and to the General Body of any arrears of fees and other dues from the members and creditors of the Society.
k. The Treasurer shall have powers to operate the Bank account of the Society jointly with the President or Vice-President or Secretary or the Joint Secretary.
l. The President/Secretary shall authorise the vouchers for payment.
m. Any Legal steps to be taken by and on behalf of the Society will be carried out by the President and Secretary in consultation with the Legal Advisor.
n. The Executive Committee has the right to deny all amenities to a member, if a member defaults in the payment of any dues to the Society. Any default by the member beyond the specified date will attract a penalty as decided by the Executive Committee. Provided further such penalty may in exceptional cases be waived by the Executive Committee.

12. Meeting of the Executive Committee

a. The Executive Committee shall meet a minimum of six times a year or as often as may be necessary to conduct the affairs of the Society and there shall not be a gap exceeding two months between two meetings. Such meetings shall normally be held at any convenient place as may be decided by the Executive Committee.
b. In case of urgency, when there may not be sufficient time to convene a meeting of Executive Committee, the Secretary may ascertain the opinion of the members of the Executive Committee by circulation of papers and act if the opinion is unanimous; if there is a difference of opinion, the question shall be decided on majority basis. The quorum for such a meeting shall be five members concurring with the majority decision.

13. Funds

The Society shall ordinarily obtain funds from the following sources:
a. Membership fees and penalty for delayed / defaulted payments;
b. Sponsorships;
c. Donations;
d. Receipts from entrance or attendance fees for conventions, seminars, exhibitions etc.;
e. Sale of photographic material, equipment, accessories etc.;
f. Sale of stock photographs, portfolios etc.;
g. Receipts for specific purposes including creation of Reserve Funds;
h. Miscellaneous charges / Service charges;
i. Grants from local bodies / Governments.

14. Finances

The Executive Committee shall have the power to raise donations for special purpose such as social gatherings, group photos and buying extra equipment, whenever it deems proper. There shall be an account / accounts opened in any one or more of the scheduled banks at Chennai, in the name of the "Photographic Society of Madras" and any withdrawal thereof shall be made ordinarily by the Treasurer or the Joint Treasurer. The instrument for such withdrawal shall be signed jointly by either the President or the Secretary along with either the Treasurer or the Joint Treasurer.

15. Bank Accounts

The funds of the Society shall be deposited in a scheduled bank as may be decided upon by the Executive Committee from time to time.
The President, Vice-President, Secretary, Joint Secretary, Treasurer and Joint Treasurer are authorized to operate the account or accounts of the Society with a bank or banks. The mode of operation will be jointly, any two of the six authorized signatories, subject to the condition that for every payment involving over Rs.5000/- (Rupees five thousand only) one of the signatories shall be the treasurer. However, as far as possible one of the two signatories shall be the Treasurer.

16. Receipts / Vouchers For Amounts Received / Paid

The Treasurer shall issue receipts for, all amounts received and maintain vouchers for all payments made, by the Society. In the absence of the Treasurer, the Secretary, or Joint Secretary, or the Vice President shall sign such receipts.

17. Accounts

The Society shall close its books of accounts by every March 31st.
The accounts shall be approved by the Executive Committee and duly audited by an auditor(s) and submitted to the Members for their approval at a duly convened Annual General Body Meeting.

18. General Body Meeting

1. The Society shall have a General Body Meeting of the Members called the Annual General Meeting at least once a year, before the end of the month of June. The quorum for a General Body Meeting shall be 1/3 of the total members or 50 members, whichever is smaller, which term includes the presence of Office Bearers.
2. The General Body Meeting shall be held at such place(s) as the Office Bearers may decide from time to time, however within the municipal limits of Chennai. Notice of clear 21 (Twenty one) days shall ordinarily be given to members for the General Meeting. The President / Vice-President or in their absence the Secretary shall preside over the meeting.
3. Any special resolutions or amendments to the bye laws shall be deemed passed only if 3/5th majority of the members present, vote in favour of the amendments and the result shall be final and binding on all the members without exception.
4. In case of equal number of votes being cast, the item under question shall be decided by the casting vote of the Chairman of the meeting.
5. The voting shall ordinarily be by show of hands, excepting in special cases, by a vote by secret Ballot. The secret ballot may be called for either, su moto by the Chairman of the Meeting or requested for by a minimum of 3/5th of the members present at the meeting.
6. Among other matters, the following shall be decided only in a General Body, which is the deciding authority of the Society.
i. Approval of the Annual budget of income and expenditure with reference to the schedule of activities of the Society prepared by the Executive Committee for the year under consideration.
ii. Consideration of the Annual Report and Annual accounts of the Society.
iii. Consideration of the Audit Report.
iv. Election and removal of Executive Committee members.
v. Appointment of an auditor(s).
vi. Amendment of any existing Bye-Laws or the enactment of a new Bye-Law.
vii. Utilization of excess of collection over expenditure in pursuance of the objectives of the Society.
viii. Consideration of any complaint against the Executive Committee.
ix. Revision of the subscription and other charges payable by members (including the introduction of any new charges) on the recommendations of the Executive Committee.
7. The Agenda for the General Body Meeting shall be drawn up by the Executive Committee. Any matter which the Executive Committee pursuant to the issuance of the notice for the General Body Meeting desires to be taken up for consideration by the General Body may be done so only with the permission of the Chairman of the meeting only.
8. The minutes of the General Body and Committee meetings shall be entered in books / minute sheets kept for the purpose. The minutes shall be signed by the Chairman of the Meeting.
9. The books containing the Minutes of the General Body Meetings and the books of account of the Society for the period under consideration shall be made available to any member during the next General Body Meeting only.
10. Every member of the Society shall be entitled to a single vote and any member in arrears of subscription shall not be eligible to participate in any of the meetings of the Society.

19. Reserve Fund

1. All monies received by way of subscriptions towards membership from persons becoming Life Members shall go to make up the Reserve Fund of the Society and shall be deposited with a scheduled bank or banks in a separate account called the "The Reserve Fund of the Photographic Society of Madras”.
2. The incumbent Executive Committee may draw up to 50% of the Reserve Fund in conducting activities of the Society. They shall however, ensure that during the year under consideration, they shall collect and deposit at least twice the amount withdrawn so as to ensure growth and continuity of the activities of the Society.
3. Members of any Executive Committee failing to replenish the Reserve Fund shall be debarred from ever holding office in the Society in future. In addition, the succeeding Executive Committee shall constitute a Committee of Members chaired by the Statutory Auditors and assisted by a legal advisor to investigate the activities of the previous committee and the reasons for failure of replenishment of the Reserve Fund. Should the constituted Committee find indications of malafide, the Committee shall file complaints with the appropriate Courts and proceed with the due process of law to protect and recover the Society’s assets and resources.
4. The Executive Committee shall have the power to devise means, to take necessary steps and to organize or promote exhibitions, entertainments, etc. specially for the purpose of collecting money for the activities of the Society.
5. Every year 25% of the excess of income over expenditure shall be transferred to the Reserve Fund. The Reserve Fund shall belong to the Society as a whole and 50% of which will be invested in Bank Deposits and Government Securities and balance 50% in instruments yielding minimum interest / dividend of 12% p.a. Interest earned thereon may be used in the programs of the Society.

20. Disputes

1. If any dispute concerning the Constitution of the Committee or the business of the Society (other than a dispute regarding the disciplinary action taken by the Committee against an employee of the Society) arises:
a. Among members, past members and persons claiming through members, past members or heirs or legal representatives of a deceased member, or
b. Between member, past member or heirs or legal representatives of a deceased member and the Society, its Committee or any Officer, agent or employee of the Society or servant of the Society, or
c. Between the Society or its Committee and any past officer, past agent or past employee or the nominee, heirs or legal representatives of any deceased agent or deceased employee of the Society, or
d. Between the Society and any other outside agency such dispute shall be referred to the General Body who shall dispose of it by a majority vote of the members present and voting.
2. Such dispute if unresolved shall then be referred to Arbitration in accordance with the Indian Law of Arbitration.

21. Amendment to the Bye-Laws

No amendment to, alteration in or cancellation of any of the Bye-Laws and no enactment of new Bye-Law(s) shall be made except at a General Body Meeting of the members or shall be deemed to have been passed unless the required majority of the members present vote in favour of it.

22. Seal of the Society

The Society shall have a common seal, which shall be in the custody of the Secretary. The President or Secretary in the presence of any two members of the Executive Committee shall affix it on all important and legal documents and as authorized by a resolution of the Executive Committee. The Secretary shall maintain record of usage of the Seal of the Society.

23. Audit

The accounts of the Society shall be audited and the balance sheet prepared by one or more qualified auditors who shall be elected at the Annual General Body Meeting and the fees payable to the auditor(s) and the expenses to be incurred in connection with audit shall be fixed by the Executive Committee. The Audited Accounts shall be presented to the members of the Society for approval at every Annual General Body Meeting.

24. Minutes

A detailed record of the minutes of every meeting of the Executive Committee as well as of the General Body shall be diligently maintained, and every such minute shall be signed by the Chairman of the meeting and the same shall be read out and confirmed at the next meeting.

25. Notices

Notice with regard to the meetings of the Society shall, as far as possible, be given to the members individually and shall be posted on the website and on the notice board of the Society. All important decisions of the Executive Committee and of the General Body shall be announced on the notice board of the Society by the Secretary for the information of the members within eight days of the meeting at which they were decided upon.

26. Miscellaneous

1. Except at the General Body Meetings, no question(s) shall be discussed or motion(s) carried out relating to the working or management of the Society. Further, any question(s) or motion(s) relating to the working or management of the Society can be placed or made before the meeting only if five clear days notice in writing has been given to the Secretary for inclusion of such question(s) or motion(s) in the agenda of the meeting.
2. It shall be open to the Executive Committee as well as other Committees of the Society to transact business by circulation unless two or more members of the said Committee desire any matter to be brought before its meeting for discussion.
3. The Executive Committee shall be empowered to frame from time to time, Standing Orders for the better working of the Society, but not contrary to or inconsistent with the provisions of these Bye-Laws.
4. In all matters, the decision of the majority shall prevail and in case of a tie, the Chairman of the meeting shall have a second or casting vote.
5. The Society shall sue and be sued in the name of the Honorary Secretary.
6. Documents required to be executed by the Society shall be signed by the Secretary and the President and shall be sealed with the Seal of The Society.

27. Voting

1. At all meetings, except when called upon for a vote by secret allot, all votes shall be by show of hands.
2. At any regular or special meeting, if a majority so requires, any question may be voted upon in the manner and style provided for election of office bearers.
3. At all votes by ballot the Chairman of such a meeting normally the President of the Society shall, prior to the commencement of casting of votes by ballot, appoint a committee of three who shall act as "Inspectors of Election" and who shall, at the conclusion of such voting, certify in writing to the Chairman the results and the certified copy shall be physically affixed the minute book to the minutes of that meeting.
4. No inspector of election shall be a candidate for office or shall be personally interested in the question voted upon.

28. Salaries

The General body or Executive Committee through the Secretary of the Society shall hire and fix the compensation of any and all employees which they in their discretion may determine to be necessary for the conduct of the business of the Society.

29. Responsibilities of Members

a. Apart from the basic rules of paying membership fees, being accepted by the Committee and conducting the activities of the Society in accordance with the Bye-Laws of and in the Society’s premises whether permanent or temporary; a member should behave in a manner which will be conducive to the maintenance of a decent, cheerful and positive ambience, suitable to the creative pursuits of a Photographic Society.
b. Photography has now been accepted unequivocally as a creative art and respect to the creativity of all photographers involved must be maintained at all times without consideration of the cost or sophistication of photographic tools such as cameras being given undue attention. The making of the fine image must be the ultimate object. All senior, experienced or talented members must assume an attitude of helpfulness to those not as fortunate as themselves.
c. The Society has been formed for the promotion of the creative photographic spirit, and the behavior of all the members must be to strive to share and conform to this feeling at all times. With the advent of digital photography new rules and laws of acceptable image manipulative techniques have been defined. There is a thin line between the graphic arts and creative photography and this has to be clearly understood in those taking part in the activities of the Society.

30. Code of Conduct

All members of the Society must follow a Code of Conduct, as amended by the General Body of the Society, from time to time.
Code of Conduct for Members
1. Members of Society are governed by the code of conduct of the Society. The clauses given below indicate the general standard of conduct to which members must adhere in carrying out their professional duties. The Society has power at its absolute discretion to expel or to suspend from membership any member guilty of dishonourable conduct prejudicially affecting his professional status or the reputation of the Society or for his failure to adhere to the code of conduct published by the Society.
2. Every member shall at all times present himself and his photography services, in such a manner as will uphold and dignify his professional or hobbyist status and the reputation of the Society.
3. Every member shall exercise all reasonable skill, care and diligence in the discharge of the duties agreed to be performed by him on behalf of the Society.
4. Recognizing that stewardship of the public interest must be the primary concern, members shall work for the common good of the Society and not for any private or personal interest, and they will endeavor to treat all persons, claims and transactions in a fair and equitable manner.
5. Members shall comply with the laws of the nation, the State of Tamilnadu and Chennai in the performance of their public duties. These laws include, but are not limited to: the Bye-Laws of the Society; laws pertaining to conflicts of interest, election campaigns, financial disclosures, employer responsibilities and open processes of government; and City ordinances and policies.
6. Members shall refrain from abusive conduct, personal charges or verbal attacks upon the character or motives of other members of the Society, boards, commissions, committees, staff or the public.
7. Members shall inform themselves of issues, listen attentively to discussions before the Society and focus on the business at hand.
8. In order to assure their independence and impartiality on behalf of the public good, Members shall not use their positions to influence decisions in which they have a financial interest or where they have an organizational responsibility or a personal relationship that would present a conflict of interest under applicable law.
9. Members shall respect and preserve the confidentiality of information provided to them concerning the confidential matters of the Society. They shall neither disclose confidential information without proper legal authorization nor use such information to advance their personal, financial or private interests.
10. Members shall support the maintenance of a positive and constructive environment for the Society.
11. Members shall observe the highest standard of honesty in all their transactions, avoiding the use of false titles, confusing or inaccurate technical terms or descriptions, and misleading terms or claims.
12. Members shall at all times endeavor to produce those types of photography and photographic services that will enhance the prestige of the Society, to apply their best efforts on behalf of the Society, and to play their part in raising the general standard of photographic craftsmanship.
13. Members shall show a friendly spirit of cooperation with their fellow photographers and assist them whenever possible should they be in trouble or difficulty.
14. At all times avoid use of unfair competitive practices as determined by any court of competent jurisdiction.
15. Members shall assist and give of their knowledge to the members of their profession and will encourage them individually and collectively, so that the quality of photography may constantly be raised to higher standards.
16. Members shall recognize the authority of this Society in all matters relating to the Member
Code of Conduct for Executive Committee Members
In addition to the Code of Conduct applicable to a member of the Society, the members of the Executive Committee or its other Committees (hereinafter referred to as “Committee”) shall follow the following:
1. Every member of the Committee shall carry out their duties diligently and only to the extent required by them ensuring at all times that their actions shall not bring any disrepute or cause any damage to the Society.
2. Every member of the Committee shall strive to meet the targets laid out for their respective Committees and in case of failure, take responsibility.
3. Every member of the Committee shall ensure that they shall conduct themselves in a dignified manner and refrain from any malafide intentions of self enrichment in whatever manner.
4. Every member of the Committee shall ensure that the assets and funds of the Society are not misappropriated but diligently utilized for the pursuit of the Society’s objectives.
5. Every member of the Committee shall ensure that the decorum of all meetings and gathering / events of the Society, by what ever name called, shall be maintained.
6. Every member of the Committee shall ensure that they shall work harmoniously keeping aside any personal differences and imbibe within themselves and the members of the Society a feeling of brotherhood and unity.
7. The Executive Committee shall function as trustees in charge of all lands, properties and buildings on behalf of the members and promote and safeguard their interests, rights and privileges and to promote thrift, self-help and mutual co-operation.

31. Termination of Membership

The membership committee retains the right to terminate a membership with the approval of the Executive Committee. A member will be liable to face disciplinary action or termination for non payment of membership fees payable before March 31st every year and if the default continues for a further period of two months. Any other members shall also be liable for disciplinary action or termination of membership if such a member fails pay his dues (if any) to the Society or account for monies of the Society utilized for any purpose.
Any action or behavior by a member not in conformity with the laws, Bye-Laws and Code of Conduct mentioned above will automatically evoke disciplinary action or termination depending upon the decision of the membership committee who will put forth their recommendations to the executive committee and on consensus, action will be taken for the well being and protection of the Society. Consultations will also be held with legal advisors to the Society and any disciplinary or legal action which may be required will be taken by and dealt with in a meeting or meetings held particularly for this purpose or included in the agenda prior to calling of the meeting. Termination rules will allow for a representation by the member concerned in writing and his reasons for any transgression or misunderstanding given fair consideration. It is the last desire of the Society to put this rule into effect; however, it is a necessity to preserve the dignity, ambiance and the mission statement of the Society as a whole.