Stockton Camera Club

Club Policy

I.  ORGANIZATION POLICY

A.   NAME

  1. This organization will be known as the Stockton Camera Club.

B.   PURPOSE

  1. The purpose of the Stockton Camera Club will be the enjoyment, mastery, and furtherance of photography through cooperation, competition, effort, and good fellowship.

C.   MEETINGS

  1. Regular meetings of the club will have a place, date, and time stipulated by the Board of Directors (Board).
  2. A primary meeting may be held monthly and may include a business portion, program, and competition.
  3. The primary regular meeting for January will be the Annual Awards Dinner meeting and will include dinner and annual awards.  A program and installation of new officers may be included.

D.   MEMBERSHIP

  1. Anyone interested in photography and willing to participate in the activities of the organization may apply for membership.  The Secretary and/or Treasurer will provide application forms.
  2. Membership of any person may be suspended by recommendation of the Board of Directors and a majority vote of the members.
  3. There will be three (3) kinds of membership:  Couples, Singles and Youth (18 years and under).

E.    DUES

  1. Annual membership dues will be set by the Board and remain in effect for one competition year.
  2. Dues are payable on or after January 1st, and become delinquent after March 1st.  A member whose dues remain unpaid after March 1st will be dropped from membership.  Membership expires on January 31st.
  3. Dues for new memberships obtained after June 30th may be at a reduced rate as determined by the Board.

F.    ELECTED OFFICERS/CHAIRPERSONS

  1. The following officers will be elected by the membership at the regular December meeting: (1) President; (2) Program Vice-President; (3) Competition Vice-President; (4) Secretary, (5) Treasurer; (6) Newsletter Editor; (7) Webmaster; (8) Hospitality Chairperson; (9) Refreshment Chairperson; (10) Activity Chairperson; (11) Education Chairperson and (12) Print Chairperson.

G.   DUTIES OF OFFICERS/CHAIRPERSONS

  1. All elected officers will act as club directors on the Board of Directors.
  2. Duties of the President will be: To preside at all club meetings and Board of Director meetings; to appoint chairpersons for all committees; to act as club spokesperson; to generally supervise and participate in all club activities.
  3. Duties of Program Vice-President will be: To assume the duties of the President in his/her absence and arrange for programs and judges.  He/she will inform judges of time limitations.
  4. Duties of Competition Vice-President will be: To assume the duties of the President or Program Vice-President in his/her absence; to coordinate and supervise all aspects of regular club competitions, including maintaining competition policy and informing members of changes; assist the Program Vice-President to secure judges; to record and maintain all scores; to read titles during competition; to appoint a sufficient number of persons to prepare members’ prints and/or digital images for the regular club competition.  He/she will inform judges of time limitations.
  5. Duties of Secretary will be: To keep records of all items voted on at regular and Board of Directors meetings; to maintain the Club Policy and to provide Club Policy changes to the Treasurer.  To send thank you notes or emails to the judges, and to send cards to members who are ill or bereaved. 
  6. Duties of Treasurer will be:  To maintain financial records of the club, keeping custody thereof; to distribute and maintain a file of membership applications and prepare an annual membership directory.  The membership directory will be updated monthly, as needed, and distributed to the members. To distribute to new members a membership packet consisting of a welcome letter with website information highlighting the policy page and also include contact information for club president or person designated by the president, in case of questions. Have membership forms on hand to give interested people. Annual Financial Statements will be presented to the members and regular reports to the Board of Directors.
  7. Duties of the Newsletter Editor will be: To prepare and distribute the monthly club newsletter, “The Shutter Tripper”.
  8. Duties of the Webmaster will be:  To maintain and update the club’s website on a monthly basis (https://www.stockton-cameraclub.com). Appoint and oversee social media moderators as necessary.
  9. Duties of Hospitality Chairperson will be: To be responsible for the guestbook, to greet and introduce guests at meetings. send email with guests’ contact information to the Board members, and distribute & collect name tags at the meeting.
  10. Duties of Refreshment Chairperson will be: To be responsible for bringing refreshments or obtaining volunteers to provide refreshments at regular club meetings. 
  11. Duties of Education Chairperson will be: To plan, organize, coordinate and conduct all types of learning experiences; to regularly inform club members of various photographic educational opportunities, exhibits, and informational resources.
  12. Duties of the Print Chairperson will be:  To coordinate and supervise the monthly print competition, read titles and record scores.  To appoint a sufficient number of members to help during the competition.  Score sheets will be given to the Competition Vice-President at the end of each meeting.

H.   COMMITTEES

  1. Special committees may be appointed by the President as required and discharged by him/her when they have completed their assignments.

I.    SPECIAL OFFICER (S)/CHAIRPERSONS

  1. Special Officer(s)/Chairpersons will be appointed, as needed, by the President with the approval of the Board of Directors.
  2. Their term of office will be commensurate with the fiscal year of the affiliation or until no longer needed.
  3. Any Special Officer/Chairperson may serve as a member of the Board of Directors.

J.    FUNCTIONS OF COMMITTEES

  1. The Board of Directors will determine the function(s) of club committees.
  2. The activities will thereafter be carried out by the committee chairperson and the members appointed by the chairperson to the respective committees.
  3. Standing committee chairpersons may prepare reports of activities and progress periodically for presentation to the Board of Directors, to the members at club meetings and to the Newsletter Editor for possible inclusion in the club newsletter.

K.   BOARD OF DIRECTORS

  1. The Board of Directors will be composed of the Elected Officers and Special Officers.  Their duty will be to direct the management of the club.  The immediate past President may serve as a consultant on the Board of Directors.
  2. A meeting of the Board of Directors will be scheduled as soon as possible after the January Annual Dinner, but no later than the regular meeting in February. The purpose of the Annual Board meeting will be to outline the year’s activities, specify and define the monthly special subjects, and make appointments of standing committee Chairpersons and Special Officers.
  3. The Annual Board meeting will consist of the newly elected Officers/Chairpersons, outgoing Officers/Chairpersons.  Any interested club member may also attend.
  4. The Board of Directors will meet as often as necessary to transact the business of the club.
  5. A majority of the Board will constitute a quorum.

L.    ELECTIONS

  1. Election of club officers will be held every other year.  The President will appoint a Nominating Committee on or before the 1st of September that will include members of the Board of Directors and members not on the Board of Directors.  The Committee will prepare a single slate of officers and obtain the agreement from the nominees to serve, if elected.  The Chairman will present the slate of nominees at the regular December meeting.  Additional nominations can be made from the floor.  Members will then vote on the slate of officers.
  2. Elected Officers and any Special Officer(s)/Chairpersons will be installed at the Annual Awards Dinner meeting in January.
  3. The President, subject to approval by the Board of Directors will fill vacancies in club offices.  The Program Vice-President and/or the Competition Vice-President will fill a vacancy of the President’s office, until such time as a new President is elected. 

M.  PUBLICATIONS

  1. A monthly club newsletter and a separate annual membership directory will be distributed to each membership type.  

N.   CLUB POLICY REVISIONS

  1. Revisions to the Club Policy may be proposed in writing by any club member to a member of the Board of Directors.  The Board is obligated to consider the proposal and prepare a recommendation prior to the next membership meeting. If approved by a majority vote of the members, such proposal(s) will be incorporated into the Club Policy.  Revised copies of the Club Policy will be distributed to the members as soon as possible.

O.   QUORUM

  1. A quorum of the membership for the purpose of conducting club business will consist of not less than one-third (1/3) of the entire membership.

II.  COMPETITION POLICY

A.   GENERAL RULES

  1. Only paid members may enter club competition. 
  2. Regular print and digital image competitions can be held once each month except January.  A competition year is February through December.  Current competition meetings are February, March, May, June, July, September, October, November, and December.  The number of meetings may change from time-to-time at the discretion of the Board of Directors, and approval of the general membership as facilities permit.  The Annual Awards Dinner meeting will be held in January.
  3. A total of four (4) images (all prints, all digital or a combination of both) may be entered each competition month.  A total of three (3) images may be entered in the Open Division and a total of one (1) in the Special Subject Division.  The number of entries may change from time to time at the discretion of the Board of Directors and the approval of the general membership.
  4. ​Each image will be scored from 6 to 10 points.  All prints or digital images receiving 9 or 10 points will be classified as an honor image.  The title of each print or digital image entered will be read before being evaluated.  The name of the maker will be read for 9 points honor winners.  Maker’s names will be announced for the 10 point images after the Print & Digital Image-of-the-Month winners are chosen.  
  5. A print or digital image that does not receive a score of 10 may be re-entered one more time in the same Division.
  6. A print or digital image may be entered in all Divisions for which it qualifies; i.e., a score of 10 on an image in Open may also be entered in the Special Subject Division at another competition meeting.  A print or digital image that receives a score of 10 may not be re-entered in the same Division.
  7. Any print or digital image that appears to be ineligible for competition or not qualified for a specific Division could expect to be challenged.  The Competition Vice-President shall decide whether or not the image is acceptable.
  8. The exhibitor must have exposed each negative, slide, or digital image entered.  All images submitted for judging must be the work of the photographer/maker including the taking of the images and any digital enhancements and/or manipulation of the image.  This includes backgrounds and preset textures. This does not apply to the processing of film or printing by a commercial processor.
  9. The same image cannot be entered both as a print and a projected digital image in the same competition month.
  10. In the event of absence or barring unforeseen circumstances, a member may submit make-up prints or digital images for one competition night per competition year and whenever possible must submit all make-up prints or digital images at the meeting immediately following the missed month a member was unable to submit the prints or digital images.  Make-ups in the Special Subject Division must be the same subject as the month missed.  Also, in case of an absence by a member, that member may assign the responsibility of submitting his or her prints and/or digital images for competition with another member in their absence.
  11. Judges are to be found from other clubs.  In an emergency, a qualified club member can judge for the club.  A club member who serves as judge cannot enter his or her own prints or digital images in the same competition.  The judge’s make-up prints or digital images can then be entered in another competition during that competition year.  This is in addition to the once-a-year make-up provision already allowed.
  12. Prints or digital images may be projected and viewed briefly before the judging of each Class and/or Division if the judge indicates he/she would like a preview.

B.   CLASS DEFINITIONS AND RULES

  1. Class A (Beginners):  for those inexperienced in competition.
    Class AA (Intermediate):  for those who have advanced beyond Class A.
    Class AAA (Advanced):  for those who have advanced beyond Class AA.
  2. When joining, each new club member will start out in Class A. Exceptions can be determined by the board of directors in case of experienced photographers.
  3. At the end of the competition year, members’ class will be determined by their scores. Six members with the top six scores will be in class AAA.  The next six highest scores will be in class AA.  The rest of the members will be in class A.  The person in each group with the lowest score moves down unless they are still higher than the highest in the lower class.  Then it remains the same. The person with the highest score in a class moves up unless the score is still lower than the lowest person in the next class.

C.   PRINT ENTRY RULES

  1. Each print entered must have 2 completed labels attached to the back of the print including; name of maker, image title, date entered, and Division (Open or Special Subject).  The writing or printing on the form must be legible.  Labels must be attached on the back of the print in the upper left-hand corner for correct viewing of the print.  One label should be attached on all four sides.  The other label should be attached with one strip of tape on the top of it so it can be easily removed.
  2. All prints must be matted or mounted with a total size (including mat board) of no larger than 18” X 24” and no smaller than 8” X 10”.  One side of a panorama print may be no larger than 24” and one side may be no smaller than 8”. The maker’s name must not appear on the viewing surface of the image.  Framed prints, prints on metal or canvas may not be entered.
  3. Prints accompanied by entry forms with entry forms attached should be submitted no later than 15 minutes prior to the start of the regular monthly meeting.
  4. Prints receiving a score of 10 points will be regrouped and judged for selection of 1st, 2nd and 3rd place.  ​

D.   DIGITAL IMAGE ENTRY RULES

  1. Digital images must be submitted in a format and by the deadline specified by the Competition Vice-President.  Digital images may be submitted by email to the Competition Vice-President.
    Definition of a Digital Image:  An image taken with a digital camera or a negative, slide, or print that has been scanned into the computer and processed digitally.
  2. Images must be in a format compatible with the projector.  Submission guidelines will be provided by the Competition Vice-President.
  3. The format of the file name for digital submissions will be:  the maker’s last name, title of image, date of competition, and Division (Open or Special Subject).
  4. After re-sizing your image, save your image with a new file name.  For example, do a Save As:  Smith_Sunrise Splendor_05-11_O.jpeg. (O-Open or S-Special Subject.)
  5. Digital Images receiving a score of 10 points in each Class will be regrouped and judged for 1st, 2nd and 3rd place.

E.    DEFINITIONS OF DIVISIONS

  1. OPEN:  Open to any type of subject matter and photographic technique or style.  Pictorial, nature, people, travel, contemporary, photojournalism, computer enhanced, etc., are all among the subjects included in this Division.
  2. SPECIAL SUBJECT:  A different subject theme is featured each month.  This Division is designed to aid the photographer to develop the ability to ‘see’ and make a personal interpretation and statement of a given subject.  Specific guidelines should be given in advance on an as needed basis.
  3. NATURE:  (This Division is currently being used only as a Special Subject topic.)
    Nature photography is restricted to the use of the photographic process to depict observations from all branches of natural history, except anthropology and archaeology, in such a fashion that a well informed person will be able to identify the subject material and to certify as to its honest presentation. The story telling value of a photograph must be weighed more than the pictorial quality while maintaining high technical quality. Human elements shall not be present, except where those human elements enhance the nature story. The presence of scientific bands, scientific tags or radio collars on wild animals is permissible. Photographs of artificially produced hybrid plants or animals, mounted specimens, or obviously set arrangements, are ineligible, as is any form of manipulation that alters the truth of the photographic statement. No techniques that add to, relocate, replace, or remove pictorial elements except by cropping are permitted. Techniques that enhance the presentation of the photograph without changing the nature story or the pictorial content are permitted. All adjustments must appear natural. The removal, or manipulation, of colors contained within the original image to enable the production of black and white images is permitted.  Only true black and white is allowed.  No toning or infrared.  All allowed adjustments must appear natural.
  4. TRAVEL:   (This Division is currently being used only as a Special Subject topic.)
    A Photo Travel image expresses the characteristic feature or culture of a land as they are found naturally.  There are not geographic limitations.  Images from events or activities arranged specifically for photography, or of subjects directed or hired for photography are not appropriate.  Close up pictures of people or objects must include features that provide information about the environment.  Techniques that add, relocate, replace or remove any element of the original image, except by cropping are not permitted.  The only allowable adjustments are removal of dust or digital noise, adjusting shadows and highlights and complete conversion to black and white.  Only true black and white is allowed.  No toning no infrared.  All allowed adjustments must appear natural. 
  5. PHOTOJOURNALISM:  (This Division is currently being used only as a Special Subject topic.)
    Photojournalism images shall consist of pictures or sequences with informative content and emotional impact, including human interest, documentary and spot news. The journalistic value of the photograph shall be considered over pictorial quality. In the interest of credibility, photographs which misrepresent the truth, such as manipulation to alter the subject matter, or situations which are set up for the purpose of photography, are unacceptable in Photojournalism.
    Converting an image to black and white is allowed but it can only be true black and white, no tones and no infrared.

    Note:  we use the current definition of the Nature, Travel, and Photojournalism Divisions which are the same as the Photographic Society of America (PSA) rules used for the San Joaquin Valley Camera Club Council.  See their website for more information: http://www.sjvccc.org/?page_id=22

F.    ANNUAL AWARDS DINNER

  1. The Annual Awards will be held once each year during the Annual Awards Dinner meeting in January.
  2. Any print or digital image entered in any Division during the immediate past competition year is eligible for entry.
  3. An image can only be entered in the same format as entered in the monthly competition.  For example an image entered in the monthly competition as a print must be entered in the annual competition as a print and not as a digital image or vice versa.
  4. Two digital images may be entered in each of the following Divisions:
    1. Open
    2. Black & White – Subject to be changed from year to year as determined by the Board.
    3. Special Subject
  5. Two Prints may be entered in the following Divisions:
    1. Color
    2. Black and White
  6. All Classes will be judged separately unless we do not have enough entries.  Then the board can decide to judge all classes together.  All prints and/or digital images may be submitted at the regular meeting in December or at a time specified by the Competition Vice-President.  Images will be submitted to an outside judge for judging prior to the Annual Awards Dinner meeting.
  7. During judging one different image in each category (Print or Digital) shall be chosen for each Class to receive each of the following awards:
    (1).  IMAGE OF THE YEAR AWARDS – Best single print or digital image entered.
      A.    Print-of-the-Year – Class A
      B.    Print-of-the-Year – Class AA
      C.    Print-of-the-Year – Class AAA
      D.   Digital Image-of-the-Year – Class A
      E.    Digital Image-of-the-Year – Class AA
      F.    Digital Image-of-the-Year – Class AAA
    (2).  OPEN DIVISION (Prints and Digital Images – All Classes)
      A.    1st  Place Open
      B.    2nd Place Open
      C.    3rd Place Open
    (3).  BLACK & WHITE DIVISION (Prints and Digital Images – All Classes)
      A.    1st Place Black & White 
      B.    2nd Place Black & White
      C.    3rd Place Black & White 
    (4).  SPECIAL SUBJECT DIVISION (Prints and Digital – All Classes)
      A.    1st Place Special Subject 
      B.    2nd Place Special Subject
      C.    3rd Place Special Subject
  8. Additional awards will be as follows:
    (1).  Overall highest accumulated score points of immediate past competition year.
    (2).  Highest accumulated score points total for each Class.
    (3).  Highest accumulated score points in Open Division for each Class.
    (4).  Highest accumulated score points in Special Subject Division for each Class.
  9. No print or digital image shall receive more than one award.
  10. Additional awards may be issued with the approval of the Board of Directors.

NOTES:

  1. This policy was revised by the membership during the years 1998 and 1999.
  2. This policy was amended to include print competition by the membership February 2003.
  3. Additional print competition instructions were included in September 2003.
  4. This policy had a general revision and update which included the combined slide/digital Division in April 2005.
  5. This policy had a general revision and update which included deleting references to slides as well as revised competition rules in April/May 2011.  Distributed January 12, 2012. 
  6. This policy had an update to include changes to Classes voted on by the Board in 2013 and 2015. Distributed in 2016.
  7. Dues for the current year will be stated on the Stockton Camera Club’s website.
    https://www.stockton-cameraclub.com
  8. This policy was revised by the membership in 2023.  Corrections were made to the scores in competition and an adjustment was made to panorama print size.