Version 1.0 – Adopted: 21/10/2024
Background
Éditions Emile (the Group), is a Working Group founded in 2019. The Group has and will continue to have a close association with the Société Jersiaise Photographic Archive (SJPA). Through our work we seek to serve the interests of the SJPA, and the wider photographic community both on island and overseas.
Article 1.
The name of the Working Group is ‘Éditions Emile’. (and in this document it is referred to as the Group)
Article 2.
The Group’s mission is to produce engaging publications with a particular focus on Jersey, the Channel Islands and the wider international community. In doing this we aim to develop contemporary photographic practice and discourse in Jersey, and encourage engagement with archival collections,
with particular reference to collections of the SJPA.
Article 3.
In order to achieve its objectives the Group may:
(a) raise money,
(b) publish in print and online,
(c) organise events,
(d) work with other groups and individuals, and
(e) use any other reasonable and legal methods to fulfil its aims.
The Group shall not:
(f) publish defamatory materials.
Article 4.
The Group shall be administered by a Coordinating Committee (CC).
(a) Membership of the CC is by invitation.
(b) The CC shall consist of Officers and no more than four other members.
(c) The Officers of the CC shall be two Co-chairs.
(d) The Officers shall be elected annually by the CC members.
(e) Officers can be appointed at anytime to fill vacant positions by CC members.
(f) The CC shall sign off on all publications and activities.
(g) The CC shall designate Editorial Teams to develop individual publications and series.
(h) The CC may by a two-thirds majority vote and for a good and proper reason remove any CC member, provided that person has the right to be heard before a final decision is made.
Article 5.
The duties of the officers are as follows:
(a) Co-chair X
i. chair meetings of the CC on a rotational basis,
ii. take minutes of meetings on a rotational basis,
iii. act as spokesperson for the Group,
iv. lead external communications,
v. lead promotional activities, and
vi. co-author an annual report on the Group’s activities.
(b) Co-chair Y
i. chair meetings of the CC on a rotational basis,
ii. take minutes of meetings on a rotational basis,
iii. lead internal communications,
iv. keep proper records of the Group’s and CC’s activities,
v. keep proper accounts of all monies collected and paid out, and
vi. co-author an annual report on the Group’s activities.
Article 6.
The Group does not operate for a profit, but requires money to fund its activities.
(a) Any money obtained by the Group shall be used only by the Group in achieving it’s objectives.
(b) Any bank accounts opened for the Group shall be in the name of the Group.
(c) Any payments made by the Group must be agreed by the CC in advance.
(d) Any loans received by the Group must be agreed unanimously.
Article 7.
General meetings of the CC,
(a) are scheduled bi-monthly on the second Monday of the month,
(b) require an agenda circulated the week before,
(c) require a quorum of three CC members,
(d) should be held on no fewer than six occasions in a single calendar year,
(e) shall count votes by show of hands or submission in advance,
i. if there is a tied vote then the Co-chairs shall cast a single shared vote,
ii. if the Co-chairs can not agree on a shared vote then the Item shall be held over until the next CC meeting for further discussion, and
iii. voting intentions submitted in advance must be sent to all CC members.
(f) business should include:
i. an update on external communications,
ii. an update on current finances,
iii. an update on all active publications,
iv. an update on any other ongoing activities,
v. any other agenda items submitted with one weeks notice, and
vi. any other matters as may be agreed by the chair.
Article 8.
Ad-hoc meetings of the CC,
(a) can be called at any time to decide on specific matters,
(b) require three days notice,
(c) require a quorum of two CC members,
(d) are held via the CC’s group chat,
(e) have the same voting rules as general meetings,
(f) business should include the matter to be decided only, and
(g) votes can be counted once the notice period has passed or when all CC members have cast a vote, whichever is first.
Article 9.
Annual meetings of the CC,
(a) are held in the first quarter of each year and take the place of the general meeting for the
month that it is held,
(b) require four weeks notice,
(c) require a quorum of four CC members,
(d) can be attended by none voting invited guests,
(e) have the same voting rules as general meetings, and
(f) business should include:
i. receiving the annual report on the Group’s activities,
ii. electing Officers, and
iii. any other agenda items submitted with four weeks notice.
Article 10.
Any changes to the Constitution must be agreed by at least two-thirds of CC members.
Article 11.
The Group may be wound up at any time if agreed by all CC members. Any assets remaining after all accounts are settled shall be given to the SJPA or another Group with similar aims.
This version of the constitution was agreed by the Coordinating Committee on 21/10/2024
by members :
Shan O’Donnell
Martin Toft
Rochelle Merhet
Paraic O’Cathail