Fraserburgh Photographic Society Constitution
1 Club Name
2 Objectives
3 Affiliations and Associations
4 Membership
5 Officers and Committee
6 Data Protection
7 Copyright
8 General Meetings
9 Financial Matters
10 Subscriptions
11 Insurance
12 Conduct of Members
13 Dissolution
14 Changes to Constitution
Annex 1 Safeguarding
1. Club Name
The Club shall be called the Fraserburgh Photographic Society and also known as FPS.
2. Objectives
The objective of the Club shall be to promote, encourage, educate and facilitate interest and participation in all genres of photography by: • Holding regular meetings with talks, presentations, workshops and reviews etc., to stimulate and encourage Members to improve their photographic skill levels. • Holding internal competitions and competing regionally and nationally, both as a club and as individual members. • Organising exhibitions of photographic work produced by club members, workshops, and outings, or other events that will provide the membership with opportunities to improve their skills. • Encouraging and assisting members to apply for and achieve regionally, nationally and internationally recognised accreditation, distinctions, awards and medals.
3. Affiliations & Associations
The Club is a member of the Scottish Photographic Federation (SPF) and follows their rules for competitions. Through SPF the Club is also associated with the Photographic Association of Great Britain (PAGB). It is also part of The Grampian Eye group of photography clubs in North East Scotland. The Club will also engage and work with other local groups, organisations, event organisers where appropriate.
4. Membership
The Club welcomes Members with all levels of photographic experience and with interests in any photographic genre. The Club strives to adhere, wherever reasonable and/or practicable to do so, to principles of Equal Opportunity; to be sensitive to issues arising from a person’s cultural, religious heritage, ethnic origin, gender or wealth. We endeavour to be equitable to everyone. Any person interested in becoming a Member may attend up to 2 meetings of the Club as a guest without any obligation to apply for membership or to pay any fee. Further attendance will require the person to join the membership at the full annual rate or at 50% only for that year if joining from 1st January. 2 Potential members will be directed to this Constitution on our website for reference and must complete the Club’s standard membership application form, paying the appropriate subscription. After payment of the required subscription (or part thereof), a candidate shall be a Member of the Club and will be deemed to have agreed to be bound by this Constitution. Any Member younger than 18 years of age will be a Junior Member. The Club cannot accept members under the age of 16 unless accompanied at all times by a responsible adult. The Junior Membership will be 50% of the annual subscription. Honorary Members with no membership payment may exceptionally be appointed from time to time at the discretion of the Committee and/or the AGM.
5. Officers and Committee
The Executive shall consist of the holders of the following eight posts (officers) who must all be members: President, Vice-President, Secretary, Treasurer, Internal Competitions Secretary, External Competitions Secretary, Media Secretary and Programme Secretary. An individual may hold more than one post. The affairs of the Club shall be conducted by a Committee consisting of the said Executive Officers and one or more other Member(s). Additionally the Committee may co-opt other Members for general or specific roles as circumstances require. • The Committee have the power to co-opt other Members • All offices are held in an honorary capacity. • The Committee will meet as required, but no fewer than three formal meetings each year and a quorum shall be four Members, three of whom must be officer holders. Extraordinary Committee meetings may take place when required. • The Officers and Committee Members will be eligible for re-election each year, either individually or en-bloc if nominated and seconded by Members. The following records once agreed or audited shall be made available electronically to Members: • Minutes of the: Committee Meetings, The Annual General Meeting and where appropriate of Extraordinary Meetings. • Audited Accounts
6. Data Protection
FPS is established with the objects set out in its constitution and is a data controller within the UK. The personal information referred to in this Constitution may include name, contact details, type of membership, records of entries for events, and such other information as may be necessary for the effective management of the legitimate interests of FPS. Any person wishing to verify their information held by the club may apply to a Committee Member. FPS collects and holds personal data about: 3 • the Committee, Members and others necessary for the conduct of FPS’s business; • Photographers as the creators of images used in the FPS activities. This information may be used in the publication of catalogues, results, awards, or other publicity related to FPS’s objects. FPS may also retain historical archives as back up data.
7. Copyright
Members retain full copyright on all their own images. FPS may use images Members have published on FPS’s electronic media including our Website, Facebook Pages and WhatsApp Group, or entered into internal club competitions to promote club activities and enter into external competitions on behalf of FPS, unless the Member stipulates an image is not to be used. Copies of Members’ images submitted in competitions or posted on FPS sites and pages may also be stored on a back-up device held by FPS, or for legal reasons by the hosts of Facebook, WhatsApp and other electronic media sites.
8. General Meetings
An Annual General Meeting (AGM) shall be held each April for the presentation of a report of the previous year’s activities, including audited accounts, for the Election of the Committee and for other business arising. At least 21 days’ notice of the AGM shall be given to each Member by posting on the Club’s website. Members resolutions for the AGM must be notified to the committee four weeks before the meeting An Extraordinary General Meeting (EGM) may be called upon a resolution of the Committee, or upon a request submitted to the Secretary signed by not less than 20% of the Members setting forth the purpose for which the meeting is desired. At the Committee’s discretion, eligible Members who are unable to attend General Meetings may be granted a proxy vote. Members may apply to the Secretary for a proxy vote via email, stating the reason why it is requested. For proposals circulated in advance of the General Meeting, Members can either instruct the Secretary how they wish their proxy votes to be cast or they can authorise the Secretary to vote on their behalf. There will be no proxy voting on proposals raised at the General Meeting. Decisions of any General Meeting shall be those of the majority of the eligible Members present and voting together with proxy votes, if any. In the event of an equality of votes at a General Meeting or a Committee Meeting the person in the chair for the meeting shall have a casting or additional vote to maintain the status quo. For all business at a General Meeting or Extraordinary General Meeting the quorum shall be not less than 20% of the eligible Members. 4
9. Financial Matters
FPS’s financial year shall end on 31st March in each year. Following this the accounts shall be balanced, audited by any two Officers and presented to the next convenient committee meeting and then to all members prior to the Annual General Meeting. FPS shall maintain such Bank or Building Society accounts as the Committee consider convenient and all cheques and orders for the payment of money from any such account shall be signed by such Committee Member(s) as are duly authorised by the Committee. Internet, banking Apps and telephone banking may be utilised. Any expenditure on behalf of the FPS in excess of £200 that has not been previously agreed by the Committee shall be pre-authorised electronically by two Officers. Any sum in excess of £500 must have the prior authority of the Committee. For the sake of clarity Rent for use of FPS’s premises (currently the JIC, Insurance and SPF Membership are deemed to have been pre authorised. Signatories to the club bank account will be the Treasurer, the President, and the Vice President: however, two members of the same family cannot both be signatories. No member of the Club shall receive payment for services rendered to the Club, other than approved expenses.
10. Subscriptions
The annual membership subscriptions shall be such amounts as the Club may, determine at a General Meeting or Extra Ordinary Meeting and notified on the Club’s website. Annual subscriptions are due on the 1st September without demand and may be paid by cheque or cash to the treasurer, or by electronic transfer to the club’s bank account. Where a Member has financial hardship their subscription may be paid by instalments as arranged with the treasurer. Exceptionally a subscription may be waived at the Committee’s discretion. Any Member whose subscription is overdue by more than two months without a reason acceptable to the Committee shall be deemed to have resigned their membership and any Club offices held. Subscriptions will not be refunded in all or part to any person whose membership is terminated by the committee or who resigns from FPS.
11. Insurance
The Club will hold insurance for public liability and third party claims. A nominal amount of cover is held for equipment owned by the club. Members should insure and look after their own camera equipment and IT equipment when engaged in club activities. 5
12. Conduct of Members
All FPS Members must treat everyone respectfully, whether in meetings, activities or in electronic media and abide by their Constitution. Members who consider they have not been treated appropriately may make a formal complaint to a Committee Member. Where a formal complaint is received from members or third parties about the conduct of any member (excluding anything that may constitute a Safeguarding Matter) the Committee will decide whether any action is to be taken. The Committee have the power to temporarily suspend or in exceptional circumstances permanently expel any Member whose conduct has in their opinion render their continued membership untenable. Where Expulsion is a potential outcome The Member will be given not less than fourteen days’ notice in writing or by email to attend a meeting of The Committee and be notified of the complaint made. So far as is reasonably practicable the meeting of the Committee shall be held on a date and at a time convenient to all parties. No Member will be expelled without: first being given an opportunity of appearing before the Committee and answering the complaint; and secondly following a Resolution in favour of expulsion by at least two-thirds of the Committee Members present and voting at that meeting. A Member who is expelled will not be entitled to any refund of subscription.
13. Dissolution
If at any General Meeting or Extraordinary General Meeting, and following proper prior notice, a resolution to wind up FPS or to amalgamate with another likeminded organisation is passed by the required number of Members present and voting, together with any proxy votes, the Committee shall as soon as reasonably practical act as follows: • All debts and liabilities of FPS shall be fully discharged. • Any remaining assets and property shall be given or transferred free of charge (save for any costs of or associated with transportation and delivery) to an other/other not-for-profit organisation(s) with similar objectives to those of FPS as determined at either of the above-mentioned meetings. If no suitable organisation can be identified, then to such another /other not-for-profit organisation or charity group as shall be determined by the meeting. • Upon completion of the disposal of the assets FPS shall be dissolved.
14. Constitution Changes
This Constitution shall not be changed except by a two-thirds majority of the eligible members present and voting at a General Meeting or Extraordinary General Meeting together with any proxy votes, unless such changes are as a result of new or revised legislation or official government guidance that directly affects Scotland.
Constitution Version 1.1 April 2023 6 Annex 1:
Fraserburgh Photographic Society (FPS) Safeguarding Policy
1. Overview FPS exists to encourage an interest in photography and in this context young and/or vulnerable people are welcome to join FPS and take part in its activities. Young people are defined as under the age of 18 and vulnerable people as those aged 16 years and over who are unable to safeguard their own wellbeing, property, rights or other interests and are at risk of harm. To safeguard the interests of all members the following Safeguarding policy shall apply.
2. Safeguarding Policy This policy applies to all members, visitors, guest speakers and guest judges. The purpose of this policy: • To protect any young and/or vulnerable people who join or visit our club; • To provide members, visitors, guest speakers and guest judges with the overarching principles that guide our approach to safeguarding and child protection; • FPS believes that a young or vulnerable person should never experience abuse of any kind. We have a responsibility to promote the welfare of all young and /or vulnerable people and to keep them safe. We are committed to practise in a way that protects them.
3. Legal Framework This policy has been drawn up on the basis of law and guidance that seeks to protect young and vulnerable people in Scotland and the legislation and policy guidance should be read alongside our Club Constitution.
4. Attendance at FPS Meetings A young person under 16 years of age, must be accompanied at all club meetings and other club events by a parent, guardian or designated responsible adult, who will be responsible for their safety at all times. A young person aged between 16 and 18 years of age must have a parent or guardian’s prior authority to become a member of FPS and attend activities. This applies to club outings, visits to other clubs and ad hoc meetings at members’ homes. When joining the club, the membership application form for the young person must be signed by their parent/guardian to signify acceptance of this policy. If the young person under 16 is not to be accompanied at meetings by their parent/guardian, the designated responsible adult(s) taking their place should be notified in writing or electronically by the parent or Guardian. If the young person is attending club meetings or events as the guest of a member, then the member must accept full responsibility for the young person. Similarly a vulnerable person may be supported when attending club meetings or events. Those supporting young or vulnerable people are not required to be members of FPS.
5. FPS Programme and Images During FPS’s season, portfolios of work covering a wide range of photographic styles and content are shown and discussed at meetings. The range of content of these images are expected to be similar to those shown to the public in exhibition and art galleries that are open to young children without any content warning being advised. Whether or not images are inappropriate to any individual should be judged within this context by their parent or guardian of a young person or any vulnerable person and they should advise a Committee Member of any concerns.
6. Health and Safety All FPS members have a duty of care towards each other and should take reasonable care to consider the health and safety of other members and visitors, whether they are adults or young people. Whilst the majority of events / outings will cater for everyone there may be some that are only suitable for fit and able people - eg photographing puffins at the Bullers of Buchan or accessing an RNLI Lifeboat. In all cases no FPS member should ever be left on their own on FPS outings.
7. Reporting Incidents or Allegations The Safeguarding Officer is normally FPS’s President unless the Committee agrees to appoint another person. In their absence another committee member will take on that role. Allegations concerning incidents set out in this policy should be reported to any member of the committee present. Unless time is of the essence to prevent a criminal act such that the police must be informed immediately, that committee member should immediately notify the Safeguarding Officer. The committee member must immediately make a record of the allegation. The Safeguarding Officer will liaise with the committee in deciding what action should be taken. This could also include sharing information about concerns with agencies who need to know e.g. social services and involving parents or guardian of children appropriately. A copy of all written records, reports, notes and correspondence relating to any incident, should be kept by the Safeguarding Officer.
8. Confidentiality of Personal Information A computer record of members’ personal details is maintained by the committee. Care is taken to protect this information, which is not published or circulated to the club membership. Members phone and email addresses etc may be discoverable via group communications eg email, WhatsApp and Facebook. A Parent or Guardian may stipulate on the application form that the contact details for a young person under 16 years are omitted and their own should be used.
9. Policy Review This policy will be reviewed and updated regularly and immediately after any reported incident or relevant changes to Scottish legislation or policy. [Safeguarding Policy Version 1.1 April 2023]
1 Club Name
2 Objectives
3 Affiliations and Associations
4 Membership
5 Officers and Committee
6 Data Protection
7 Copyright
8 General Meetings
9 Financial Matters
10 Subscriptions
11 Insurance
12 Conduct of Members
13 Dissolution
14 Changes to Constitution
Annex 1 Safeguarding
1. Club Name
The Club shall be called the Fraserburgh Photographic Society and also known as FPS.
2. Objectives
The objective of the Club shall be to promote, encourage, educate and facilitate interest and participation in all genres of photography by: • Holding regular meetings with talks, presentations, workshops and reviews etc., to stimulate and encourage Members to improve their photographic skill levels. • Holding internal competitions and competing regionally and nationally, both as a club and as individual members. • Organising exhibitions of photographic work produced by club members, workshops, and outings, or other events that will provide the membership with opportunities to improve their skills. • Encouraging and assisting members to apply for and achieve regionally, nationally and internationally recognised accreditation, distinctions, awards and medals.
3. Affiliations & Associations
The Club is a member of the Scottish Photographic Federation (SPF) and follows their rules for competitions. Through SPF the Club is also associated with the Photographic Association of Great Britain (PAGB). It is also part of The Grampian Eye group of photography clubs in North East Scotland. The Club will also engage and work with other local groups, organisations, event organisers where appropriate.
4. Membership
The Club welcomes Members with all levels of photographic experience and with interests in any photographic genre. The Club strives to adhere, wherever reasonable and/or practicable to do so, to principles of Equal Opportunity; to be sensitive to issues arising from a person’s cultural, religious heritage, ethnic origin, gender or wealth. We endeavour to be equitable to everyone. Any person interested in becoming a Member may attend up to 2 meetings of the Club as a guest without any obligation to apply for membership or to pay any fee. Further attendance will require the person to join the membership at the full annual rate or at 50% only for that year if joining from 1st January. 2 Potential members will be directed to this Constitution on our website for reference and must complete the Club’s standard membership application form, paying the appropriate subscription. After payment of the required subscription (or part thereof), a candidate shall be a Member of the Club and will be deemed to have agreed to be bound by this Constitution. Any Member younger than 18 years of age will be a Junior Member. The Club cannot accept members under the age of 16 unless accompanied at all times by a responsible adult. The Junior Membership will be 50% of the annual subscription. Honorary Members with no membership payment may exceptionally be appointed from time to time at the discretion of the Committee and/or the AGM.
5. Officers and Committee
The Executive shall consist of the holders of the following eight posts (officers) who must all be members: President, Vice-President, Secretary, Treasurer, Internal Competitions Secretary, External Competitions Secretary, Media Secretary and Programme Secretary. An individual may hold more than one post. The affairs of the Club shall be conducted by a Committee consisting of the said Executive Officers and one or more other Member(s). Additionally the Committee may co-opt other Members for general or specific roles as circumstances require. • The Committee have the power to co-opt other Members • All offices are held in an honorary capacity. • The Committee will meet as required, but no fewer than three formal meetings each year and a quorum shall be four Members, three of whom must be officer holders. Extraordinary Committee meetings may take place when required. • The Officers and Committee Members will be eligible for re-election each year, either individually or en-bloc if nominated and seconded by Members. The following records once agreed or audited shall be made available electronically to Members: • Minutes of the: Committee Meetings, The Annual General Meeting and where appropriate of Extraordinary Meetings. • Audited Accounts
6. Data Protection
FPS is established with the objects set out in its constitution and is a data controller within the UK. The personal information referred to in this Constitution may include name, contact details, type of membership, records of entries for events, and such other information as may be necessary for the effective management of the legitimate interests of FPS. Any person wishing to verify their information held by the club may apply to a Committee Member. FPS collects and holds personal data about: 3 • the Committee, Members and others necessary for the conduct of FPS’s business; • Photographers as the creators of images used in the FPS activities. This information may be used in the publication of catalogues, results, awards, or other publicity related to FPS’s objects. FPS may also retain historical archives as back up data.
7. Copyright
Members retain full copyright on all their own images. FPS may use images Members have published on FPS’s electronic media including our Website, Facebook Pages and WhatsApp Group, or entered into internal club competitions to promote club activities and enter into external competitions on behalf of FPS, unless the Member stipulates an image is not to be used. Copies of Members’ images submitted in competitions or posted on FPS sites and pages may also be stored on a back-up device held by FPS, or for legal reasons by the hosts of Facebook, WhatsApp and other electronic media sites.
8. General Meetings
An Annual General Meeting (AGM) shall be held each April for the presentation of a report of the previous year’s activities, including audited accounts, for the Election of the Committee and for other business arising. At least 21 days’ notice of the AGM shall be given to each Member by posting on the Club’s website. Members resolutions for the AGM must be notified to the committee four weeks before the meeting An Extraordinary General Meeting (EGM) may be called upon a resolution of the Committee, or upon a request submitted to the Secretary signed by not less than 20% of the Members setting forth the purpose for which the meeting is desired. At the Committee’s discretion, eligible Members who are unable to attend General Meetings may be granted a proxy vote. Members may apply to the Secretary for a proxy vote via email, stating the reason why it is requested. For proposals circulated in advance of the General Meeting, Members can either instruct the Secretary how they wish their proxy votes to be cast or they can authorise the Secretary to vote on their behalf. There will be no proxy voting on proposals raised at the General Meeting. Decisions of any General Meeting shall be those of the majority of the eligible Members present and voting together with proxy votes, if any. In the event of an equality of votes at a General Meeting or a Committee Meeting the person in the chair for the meeting shall have a casting or additional vote to maintain the status quo. For all business at a General Meeting or Extraordinary General Meeting the quorum shall be not less than 20% of the eligible Members. 4
9. Financial Matters
FPS’s financial year shall end on 31st March in each year. Following this the accounts shall be balanced, audited by any two Officers and presented to the next convenient committee meeting and then to all members prior to the Annual General Meeting. FPS shall maintain such Bank or Building Society accounts as the Committee consider convenient and all cheques and orders for the payment of money from any such account shall be signed by such Committee Member(s) as are duly authorised by the Committee. Internet, banking Apps and telephone banking may be utilised. Any expenditure on behalf of the FPS in excess of £200 that has not been previously agreed by the Committee shall be pre-authorised electronically by two Officers. Any sum in excess of £500 must have the prior authority of the Committee. For the sake of clarity Rent for use of FPS’s premises (currently the JIC, Insurance and SPF Membership are deemed to have been pre authorised. Signatories to the club bank account will be the Treasurer, the President, and the Vice President: however, two members of the same family cannot both be signatories. No member of the Club shall receive payment for services rendered to the Club, other than approved expenses.
10. Subscriptions
The annual membership subscriptions shall be such amounts as the Club may, determine at a General Meeting or Extra Ordinary Meeting and notified on the Club’s website. Annual subscriptions are due on the 1st September without demand and may be paid by cheque or cash to the treasurer, or by electronic transfer to the club’s bank account. Where a Member has financial hardship their subscription may be paid by instalments as arranged with the treasurer. Exceptionally a subscription may be waived at the Committee’s discretion. Any Member whose subscription is overdue by more than two months without a reason acceptable to the Committee shall be deemed to have resigned their membership and any Club offices held. Subscriptions will not be refunded in all or part to any person whose membership is terminated by the committee or who resigns from FPS.
11. Insurance
The Club will hold insurance for public liability and third party claims. A nominal amount of cover is held for equipment owned by the club. Members should insure and look after their own camera equipment and IT equipment when engaged in club activities. 5
12. Conduct of Members
All FPS Members must treat everyone respectfully, whether in meetings, activities or in electronic media and abide by their Constitution. Members who consider they have not been treated appropriately may make a formal complaint to a Committee Member. Where a formal complaint is received from members or third parties about the conduct of any member (excluding anything that may constitute a Safeguarding Matter) the Committee will decide whether any action is to be taken. The Committee have the power to temporarily suspend or in exceptional circumstances permanently expel any Member whose conduct has in their opinion render their continued membership untenable. Where Expulsion is a potential outcome The Member will be given not less than fourteen days’ notice in writing or by email to attend a meeting of The Committee and be notified of the complaint made. So far as is reasonably practicable the meeting of the Committee shall be held on a date and at a time convenient to all parties. No Member will be expelled without: first being given an opportunity of appearing before the Committee and answering the complaint; and secondly following a Resolution in favour of expulsion by at least two-thirds of the Committee Members present and voting at that meeting. A Member who is expelled will not be entitled to any refund of subscription.
13. Dissolution
If at any General Meeting or Extraordinary General Meeting, and following proper prior notice, a resolution to wind up FPS or to amalgamate with another likeminded organisation is passed by the required number of Members present and voting, together with any proxy votes, the Committee shall as soon as reasonably practical act as follows: • All debts and liabilities of FPS shall be fully discharged. • Any remaining assets and property shall be given or transferred free of charge (save for any costs of or associated with transportation and delivery) to an other/other not-for-profit organisation(s) with similar objectives to those of FPS as determined at either of the above-mentioned meetings. If no suitable organisation can be identified, then to such another /other not-for-profit organisation or charity group as shall be determined by the meeting. • Upon completion of the disposal of the assets FPS shall be dissolved.
14. Constitution Changes
This Constitution shall not be changed except by a two-thirds majority of the eligible members present and voting at a General Meeting or Extraordinary General Meeting together with any proxy votes, unless such changes are as a result of new or revised legislation or official government guidance that directly affects Scotland.
Constitution Version 1.1 April 2023 6 Annex 1:
Fraserburgh Photographic Society (FPS) Safeguarding Policy
1. Overview FPS exists to encourage an interest in photography and in this context young and/or vulnerable people are welcome to join FPS and take part in its activities. Young people are defined as under the age of 18 and vulnerable people as those aged 16 years and over who are unable to safeguard their own wellbeing, property, rights or other interests and are at risk of harm. To safeguard the interests of all members the following Safeguarding policy shall apply.
2. Safeguarding Policy This policy applies to all members, visitors, guest speakers and guest judges. The purpose of this policy: • To protect any young and/or vulnerable people who join or visit our club; • To provide members, visitors, guest speakers and guest judges with the overarching principles that guide our approach to safeguarding and child protection; • FPS believes that a young or vulnerable person should never experience abuse of any kind. We have a responsibility to promote the welfare of all young and /or vulnerable people and to keep them safe. We are committed to practise in a way that protects them.
3. Legal Framework This policy has been drawn up on the basis of law and guidance that seeks to protect young and vulnerable people in Scotland and the legislation and policy guidance should be read alongside our Club Constitution.
4. Attendance at FPS Meetings A young person under 16 years of age, must be accompanied at all club meetings and other club events by a parent, guardian or designated responsible adult, who will be responsible for their safety at all times. A young person aged between 16 and 18 years of age must have a parent or guardian’s prior authority to become a member of FPS and attend activities. This applies to club outings, visits to other clubs and ad hoc meetings at members’ homes. When joining the club, the membership application form for the young person must be signed by their parent/guardian to signify acceptance of this policy. If the young person under 16 is not to be accompanied at meetings by their parent/guardian, the designated responsible adult(s) taking their place should be notified in writing or electronically by the parent or Guardian. If the young person is attending club meetings or events as the guest of a member, then the member must accept full responsibility for the young person. Similarly a vulnerable person may be supported when attending club meetings or events. Those supporting young or vulnerable people are not required to be members of FPS.
5. FPS Programme and Images During FPS’s season, portfolios of work covering a wide range of photographic styles and content are shown and discussed at meetings. The range of content of these images are expected to be similar to those shown to the public in exhibition and art galleries that are open to young children without any content warning being advised. Whether or not images are inappropriate to any individual should be judged within this context by their parent or guardian of a young person or any vulnerable person and they should advise a Committee Member of any concerns.
6. Health and Safety All FPS members have a duty of care towards each other and should take reasonable care to consider the health and safety of other members and visitors, whether they are adults or young people. Whilst the majority of events / outings will cater for everyone there may be some that are only suitable for fit and able people - eg photographing puffins at the Bullers of Buchan or accessing an RNLI Lifeboat. In all cases no FPS member should ever be left on their own on FPS outings.
7. Reporting Incidents or Allegations The Safeguarding Officer is normally FPS’s President unless the Committee agrees to appoint another person. In their absence another committee member will take on that role. Allegations concerning incidents set out in this policy should be reported to any member of the committee present. Unless time is of the essence to prevent a criminal act such that the police must be informed immediately, that committee member should immediately notify the Safeguarding Officer. The committee member must immediately make a record of the allegation. The Safeguarding Officer will liaise with the committee in deciding what action should be taken. This could also include sharing information about concerns with agencies who need to know e.g. social services and involving parents or guardian of children appropriately. A copy of all written records, reports, notes and correspondence relating to any incident, should be kept by the Safeguarding Officer.
8. Confidentiality of Personal Information A computer record of members’ personal details is maintained by the committee. Care is taken to protect this information, which is not published or circulated to the club membership. Members phone and email addresses etc may be discoverable via group communications eg email, WhatsApp and Facebook. A Parent or Guardian may stipulate on the application form that the contact details for a young person under 16 years are omitted and their own should be used.
9. Policy Review This policy will be reviewed and updated regularly and immediately after any reported incident or relevant changes to Scottish legislation or policy. [Safeguarding Policy Version 1.1 April 2023]
