Rules and Regulations of Kamloops Photo Arts Club
Updated and Ratified by KPAC Leadership Committee March 3, 2026
Expenditures
1. The directors may make expenditures of up to $ 500 (five hundred dollars) without a vote of the membership. Expenditures exceeding $ 500 (five hundred dollars) shall be authorized by vote of a simple majority (51 %) of the members in attendance at a meeting, general meeting, or special meeting. Whenever a vote will be taken on expenditures over $ 500 (five hundred dollars), fourteen (14) days notice shall be given to the membership either by mail or e-mail as chosen by the Board. This notice will also be posted to the Club’s website.
Signing authority of and for financial items
2. Signing authority will be given to three (3) of the directors or officers, one of whom must be the treasurer, to be able to sign for expenditures and carry out banking on behalf of the club. Two (2) of these director or officer signatures are required on cheques or other forms of withdrawal drawn from the club’s bank accounts.
Website maintenance and Club communication
3. The Club may choose to have an online presence such as a website and/or other social media sources (e.g. Facebook®). The Board will ensure that the functions of maintaining and updating these sites are carried out by a Club member, who does not necessarily have to be a director.
4. The Club may maintain and distribute, usually by electronic means, a newsletter of Club activities, events, and programs. This may also include salient links to photography sites and sources. The Board will ensure that a member is designated to carry out this function, should they choose to have this type of communication. The Board will not be held liable for any errors or omissions arising from this communication.
5. The Board will ensure that close liaison is maintained with the above members.
6. As noted in the Bylaws (section 2.8) the website may list members e-mail contacts, and other details of their photograph profile, BUT ONLY IF THE MEMBER GIVES PERMISSION IN ADVANCE, AND UPDATED YEARLY, FOR THIS TO PROCEED. It is suggested that this preference can be listed on the annual membership application. It can also be changed and updated by direct contact verbally, by written statement or e-mail with the member maintaining the website or the Board.
Membership categories and yearly membership
7. Yearly dues will be set by the Board and be available during the initial September registration period. Dues payment may be by electronic bank transfer (preferred), cheque or cash. Due payments should accompany the application. These members are entitled to vote unless noted. Currently the Club has the following categories of membership:
a. regular member
b. family membership(s) (2 or more individuals in the same domicile)
c. student – full or part time attendance at a university, trade school, college, or grade school
d. honorary or Life. Any such members are not entitled to vote in Club affairs.
Code of Conduct
8. The Board may choose to establish a “Code of Conduct” for members to follow. If such, the “Code of Conduct” will be drawn up by the Board and submitted to an ordinary meeting of members for consideration. This code may be modified from time to time and will be appended to “Rules and Regulations” and will not be listed in the Bylaws.
Waiver of Liability and Release
9. The Board may choose to establish a “Waiver of Liability and Release” for members to follow and sign. If such, the “Waiver of Liability and Release” will be drawn up by the Board and submitted to an ordinary meeting of members for consideration. This waiver may be modified from time to time and will be appended to “Rules and Regulations” and will not be, listed in the Bylaws. The waiver may be added to another document, such as the annual application or reapplication for membership.
Membership application or reapplication form
10. The Board will establish a form for membership application or reapplications which will be completed each year by members or prospective members. This form may be modified from time to time by the Board and does not require the membership to consider and vote on it.
Other documents to be used in Club actions, activities, and maintenance.
11. The Board may from time to time establish documents to ensure that the Club business is maintained efficiently. Such documents will be included in the Rules and Regulations or in the appendices of the Rules and Regulation and it is the Board’s decision whether these will need to be ratified at a Club ordinary meeting.
Leadership Committee
12. Theleadership committee is established to carry out the ongoing work of the Kamloops Photo Arts Club. It shall consist of the Board of the Society, 3 members elected at the AGM for assisting with Program Planning, Board support volunteers (who are updated as needed from time to time) and Program support volunteers (who are updated as needed from time to time). Support volunteers do not need to be elected. See attached diagram.
Meetings of the Leadership Committee
13. The Leadership Committee will meet, in general, monthly except for July and August, but may decide to hold other meetings as required.
Leadership Committee Chair
14. The Chair of the Leadership Committee shall be elected from the Board Directors and may change from time to time. If no director can fulfill the position of Chair, a Board volunteer may be appointed to chair one or more meetings.
Leadership Committee function
15. Minutes will be kept by a member at the meeting. Formal votes may be taken if needed by the attending Board directors. Most activities will be reached by consensus of all elected members. Quorum is a majority of elected members present.
16. The Board may add to, amend, delete an item, or alter the Rules and Regulations by a majority vote of the active Board. These changes will be noted in communication(s) to the general Club membership either in the Newsletter or by an email notice and will be posted to the Club website. The Board will decide which method is used for notification for each time there are changes.
17. When the Leadership Committee, as a whole, endorses a club activity at a Leadership Committee meeting and in program planning, the member leading the activity is authorized to expend up to $200 in total for, not exclusively, such things as club food, club beverages, printing, posters, advertisement(s), equipment rental and so forth, without further permission(s) needed. Receipts will be kept and submitted for payment in the usual manner. If this process proves fraught, it will be adjusted.