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1. Reading Film and Video Makers

1.1 The club will be called Reading Film and Video Makers (the "Club) and will be affiliated to The Institute of Amateur Cinematographers.

2. Aims and objectives

2.1 The aims and objectives of the Club will be:

    2.1.1 To enable, encourage and support those with a common interest in filming to:

    • Make films /videos
    • Share knowledge
    • Exchange ideas and experiences
    • Improve skills and techniques
    • Have fun together

    2.1.2 To continue to adapt Reading Film and Video Makers to meet the needs of the Club's members in a rapidly changing world of multimedia and technology.

    2.1.3 To listen to, respect and value the views and needs of every member of the Club.

3. Membership

3.1 All members will be subject to this Constitution and by joining the Club will be deemed to accept these terms and any codes of practice that the Club has adopted.

3.2 Members will be enrolled in one of such categories as the Committee should determine be available from time to time.

3.3 Members shall be entitled to cancel their membership of the Club at any time upon written notice to the committee.

4. Club's Entitlement to Show Members' Films

4.1 Subject to Clause 4.3, the Club may retain a copy of any member's film(s) shown at a Club meeting or any similar event.

4.2 Subject to Clause 4.3, the Club may show, copy, distribute and otherwise use members' films in whole or in part for the purpose of promoting the Club (including without limitation annual 'showreels' and online websites), film presentations to non-members, competition entries on behalf of the Club and such other purposes as the Committee may determine reasonably from time to time.

4.3 A member shall inform the Club of any restrictions (including without limitation in respect of personal choice or third party rights) he wishes to place on the re-showing or other subsequent use of his film at or before its first showing at a Club meeting and the rights set out above shall be limited by any such restrictions. The member shall ensure to the extent practicable that any usage restrictions are included:

4.3.1 in the submitted film; and

4.3.2 on any media and packaging containing the film where such media is retained by the Club after the film has been shown.

5. Membership fees

5.1 Membership fees will be set annually by the Committee and agreed at the Annual General Meeting.

5.2 Fees will be paid: annually and/or on such alternative basis as the Committee may determine from time to time (including on an equitable pro-rata basis for individuals becoming new members part way through the Club's financial year).

5.3 Members shall have no obligation to pay membership fees falling due after (or relating to a period after) he/she has ceased to be a member of the Club.

6. Officers of the Club

6.1 The officers of the Club will include:

  • Chair
  • Secretary.
  • Treasurer.
  • Webmaster.
  • Programme Co-ordinator.
  • Publicity Officer.

6.2 Officers (other than Chair who shall be elected pursuant to Clause 9.4) will be appointed annually at the first meeting of the Committee following its election at the relevant AGM.

6.3 All officers will retire each year but will be eligible for re-election and re-appointment.

7. Committee

7.1 The Club will be managed through the Committee consisting of the officers of the Club and additional Committee members elected by the membership of the Club:

  • The Committee meetings will be convened by the Secretary.
  • The quorum required for business to be agreed at Committee meetings will be any one of the Chair, Secretary or Treasurer and 3 other members of the Committee.
  • The Committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of the Club.
  • The Committee will have powers to co-opt committee members, appoint subcommittees as necessary and appoint advisers to the Committee as necessary to fulfil its business.
  • The Committee will be responsible for disciplinary hearings of any members who infringe the Club rules/regulations /constitution. The Committee will be responsible for taking any action of suspension or discipline following such hearings.

8. Finance

8.1 All Club monies will be banked in an account(s) held in the name of Reading Film and Video Makers.

8.2 The Treasurer will be responsible for the finances of the Club and, along with the Secretary and the Chair, will be authorised by the Committee to make all payments on behalf of Reading Film and Video Makers.

8.3 The Treasurer shall also be responsible for the keeping of a 'Capital Asset Register' of property owned by the Club.

8.4 The financial year of the Club will commence on 1 March.

8.5 A statement of annual accounts will be presented by the Treasurer at the Annual General Meeting.

8.6 Any cheques drawn against Club funds shall hold the signature of the Treasurer, Secretary or Chair.

9. Annual General Meetings

9.1 The Reading Film and Video Makers shall hold an Annual General meeting on the last ordinary meeting of each year's meetings. Notice of Annual General Meetings (AGM) will be given by the Secretary. Not less than 21 clear days notice to be given to all members.

9.2 The AGM will receive a report from the Chair and a statement of the accounts from the Treasurer.

9.3 Nominations for the Committee will be sent to the Secretary prior to the AGM.

9.4 Elections of the Chair and Committee are to take place at the AGM. The assignment of officers will be decided by the Committee.

9.5 All members have the right to vote at the AGM.

9.6 The quorum for AGMs will be 25% of the membership.

9.7 The Committee has the right to call Extraordinary General Meetings (EGMs) outside the AGM. Procedures for calling and convening EGMs will be the same as for the AGM. Minutes of all proceedings of both EGMs and AGMs shall be kept by the Secretary.

10. Discipline and appeals

10.1 The welfare of minors will be the responsibility of the parent or guardian who must accompany the minor whilst at the Club.

10.2 All members shall comply with any code of conduct or similar which is applicable to any venue for a Club meeting or where they are otherwise representing the Club.

10.3 Any complaint regarding the behaviour of one or more members must be presented and submitted in writing to the Secretary.

10.4 The Committee will meet to hear complaints within 14 days of a complaint being lodged or as soon as a quorum of the Committee can be arranged thereafter. The Committee has the power to take appropriate disciplinary action including the termination of membership.

10.5 The outcome of a disciplinary hearing will be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 7 days of the hearing.

10.6 There will be the right of written appeal to the Committee within 14 days following disciplinary action being announced. The Committee should consider the appeal within 14 days of the Secretary receiving the appeal in writing or as soon as a quorum of the Committee can be arranged thereafter.

11. Dissolution

11.1 A resolution to dissolve the Club can only be passed at an AGM or EGM through a majority vote of the membership.

11.2 In the event of dissolution, any assets of the Club that remain will become the property of some other body having with similar objectives to those of Reading Film and Video Makers, or failing this, to some other approved purpose or charity.

12. Amendments to the constitution

12.1 The Constitution will only be changed through agreement by majority vote at an AGM or EGM.

13. Declaration

Reading Film and Video Makers hereby adopts and accepts this constitution as a current operating rules regulating the actions of members.


Club Chair

Club Secretary

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