DUES
The Executive Council shall recommend the minimum dues necessary to conduct efficiently the functions of the club, but the actual dues shall be determined by a majority vote of the members at a regular meeting.



ELECTIONS
Election of officers and councilors for the next year shall be held annually at a regular meeting (to be known as the annual meeting) at least one month prior to the end of the current club year.
No officer shall serve more than two consecutive full terms, but an officer may be elected immediately to another office. The President and Vice President shall be elected for a term of one year; other officers shall be elected for a term of two years. The Treasurer and two councilors shall be elected in even numbered years; the Secretary and two councilors in odd numbered years.
An unexpired term of the President shall be filled by the Vice President.
Unexpired terms of the Vice President, Secretary, and Treasurer shall be filled by members of the Executive Council, elected by a majority vote of the council.
Unexpired terms of the Executive Council shall be filled by a special election at the next regular meeting of the club.
The Vice President shall be nominated to the office of President. In addition to the slate presented by the Nominating Committee, nominations shall be accepted from the floor. The Nominating Committee shall conduct the election; voting shall be by secret ballot.


COMMITTEES
The following standing committees shall be established:

• Program
• Publicity
• Slide
• Print
• Social
• Membership
• New England Camera Club Council (NECCC)
• Photographic Society of America (PSA)

Committee Chairmen shall appoint their own committees, subject to approval by the President.


DUTIES OF OFFICIALS AND COMMITTEE CHAIRMEN
Specific duties are listed below. In addition, prior to the end of his term in office, each official, and each committee chairman shall prepare (or up-date if one already exists) a detailed set of instructions for carrying out his prescribed duties. These instructions shall be kept on file by the Secretary for the guidance of future office holders.

A. President

1. Preside at club meetings.
2. Preside at Executive Council meetings.
3. Act as club spokesman.
4. Supervise and keep in close contact with all club activities.
5. Appoint chairmen for all standing committees.
6. Appoint chairmen of ad hoc committees for special programs and other assignments.
7. Appoint three members who are not on the Executive Council to serve under the Vice President as the Nominating Committee.
8. Within one month of the start of his term of office, appoint a team of two members, neither of whom is on the Executive Council, to audit the Treasurer's records.
9. Serve as ex-officio member of all committees.
10. Approve committee members appointed by the chairmen.
11. Execute the program for the current club year. Arrange for the meeting and entertainment of guest speakers. Notify the Social Chairman when light refreshments are required.
12. Control expenditures to remain within the budget for the current fiscal year.
13. In the year following his term as president, serve as ex-officio member of the Executive Council.

B. Vice President

1. Serve as President in his absence.
2. Serve as member of Executive Council.
3. Serve as chairman of Nominating Committee.
4. Collaborate with the Program Chairman in planning a program for the next club year and with the Treasurer in preparing a budget for the next fiscal year.
5. Perform duties assigned by the President and Executive Council.

C. Secretary

1. Keep minutes of club and Executive Council business meetings.
2. Notify members of special meetings and events.
3. Conduct correspondence of the club.
4. Prepare ballots for elections.
5. Serve as a member of the Executive Council.
6. Obtain from each official and committee chairman before the end of his term in office an up-to-date, detailed set of instructions for carrying out the duties prescribed in the By-Laws.
7. Serve as president in the absence of both the president and the vice president.

D. Treasurer

1. Collect dues.
2. Serve as custodian of all club funds. Keep them in a bank.
3. Pay club expenses.
4. Maintain records of all income and disbursements.
5. Give a current report on club finances at-the annual meeting and at other times requested by the Executive Council.
6. Prepare a final written report at end of club fiscal year.
7. In collaboration with the Vice President and standing committee chairman, prepare an annual budget for the next fiscal year. E.g., the Treasurer for the 1973-1974 fiscal year shall prepare a budget for the 1974-1975 fiscal year. Obtain approval of the Executive Council prior to the last regular meeting of the current fiscal year.
8. Serve as member of Executive Council.

E. Executive Council

1. Advise the President.
2. In the absence of the President, select by majority vote one of its members to preside at its meetings.
3. By majority vote select one of its members to fill the unexpired term of an officer, except that the Vice President will replace the President.
4. Approve the annual budget.
5. Recommend minimum dues.
6. Approve the annual program.
7. Approve membership applications.
8. Keep records of, and arrange for, safe storage of all club equipment.
9. Establish a policy as to which club activities are restricted to members and which are open to the public.
10. Establish a policy for providing meals and lodging for guest speakers.
11. Establish a policy for making gifts to the Berkshire Museum and extending courtesies to its staff.
12. Perform special duties requested by the President.
13. Call special club meetings when necessary.

F. Program Committee

1. In collaboration with the Vice President and Treasurer, plan, schedule, and make definite arrangements for the complete program for the next club year. E.G., the committee in office for the 1973-1974 club year shall plan the program for the 1974-1975 club year. Obtain approval of the Executive Council prior to the last regular meeting of the current club year. In planning the program, recommendations shall be obtained from the Slide, Print, NECCC, and PSA Committee chairmen.
2. Arrange for preparation and distribution of printed programs for the next club year. If possible, distribution shall be made at the last regular meeting of the current club year.
3. Obtain complete information, including biographical data and photographs where appropriate, for all programs for the future use of the Publicity Committee.

G. Publicity Committee

1. Arrange for newspaper and/or radio (and in special cases other media) announcements of club activities. These include: Advance notice of all meetings.
   • Biographical data (including photograph where possible) for guest speakers.
   • Competition results.
   • Election results.
   • Unusual honors achieved by the club or individual members in the field of photography.
2. Maintain a file of all publicity releases and clippings of published material.

H. Slide Committee

1. Recommend slide programs to the Program Chairman for his use in preparing the complete annual program.
2. Preside at slide competitions held within the club.
3. Provide written rules for the competitions, including eligibility requirements.
4. Maintain up-to-date records of competition scores and have them available for examination at each competition.
5. Obtain judges for competitions and instruct them.
6. Arrange for a projectionist.
7. Provide suitable awards.
8. Provide information to the Publicity Chairman at least one week in advance of competitions and provide the competition results within 24 hours.

I. Print Chairman

1. Recommend print programs to the Program Chairman for his use in preparing the complete annual program.
2. Preside at print competitions held within the club.
3. Provide written rules for the competitions.
4. Maintain up-to-date records of competition scores and have them available for examination at each competition.
5. Obtain judges for competitions and instruct them.
6. Provide suitable awards.
7. Provide information to the Publicity Chairman at least one week in advance of competitions and provide the competition results within 24 hours.

J. Social Committee

1. Provide light refreshments at meetings on occasions specified by the President.
2. Arrange for dinners on dates specified in the annual program.
3. Maintain records of the type and amount of expenditures and the number of people served.

K. Membership Committee

1. Maintain an up-to-date membership roll.
2. Provide membership cards.
3. Provide application forms for prospective members.
4. Present applications to the Executive Council for approval and notify the applicant.
5. Conduct membership drives.

L. NECCC Committee

1. Keep the club informed of NECCC activities and services.
2. Recommend NECCC and any other inter-club activities to the Program Chairman for his use in preparing the complete annual program:
3. When included in the annual program:
   • Arrange for club participation in NECCC slide and print competitions and other inter-club activities.
   • Arrange for participation in NFCCC traveling slide and print circuits.
   • Arrange for the club to act as host for other activities when requested by the NECCC.
4. Provide information to the Publicity Chairman at least one week in advance of NECCC or other inter-club events and provide the results of any competitions within 24 hours of the availability of the information.

M. PSA Committee

1. Keep the club informed of PSA activities and services.
2. Recommend PSA activities to the Program Chairman for his use in preparing the complete annual program.
3. When included in the annual program, arrange for club participation in PSA activities.
4. Provide information to the Publicity Chairman at least one week in advance of any PSA events.

N. Nominating Committee

1. Prepare a single slate of officers and councilors, each of whom has agreed to serve if elected, for the annual election.
2. Conduct the election.
3. Notify Publicity Chairman of election results within 24 hours.
4. Nominate replacements for any unexpired terms on the Executive Council.

0. Ad Hoc Committee

1. Perform duties assigned by the President.
2. Where appropriate, provide information to the Publicity Chairman at least one week in advance of any newsworthy event.

Amended--March 1973
Scanned into digital format December, 2003