Bylaws of Shenandoah Photographic Society

I.        Club Organization

    A.      The “Club” shall be known as the “Shenandoah Photographic Society”.

    B.      Membership is open to anyone who is interested in the art of photography. 

    C.    Mission Statement—to promote photographic art and skills through the friendly exchange of knowledge, competition,

           and critiquing for the benefit of the individual, club, and community.

    D.     Meetings will be held on the third Monday of every month.  The time table will be as follows:

        1.       7:00 pm—open doors and set up room.

        2.      7:00-7:15—register images for competition.

        3.      7:15-7:30—judging of prints.

        4.      7:30—Start program, business meeting, and announce results.  

        5.      Times are approximate and may be adjusted nightly by those members in attendance.

II. Officers and Duties

    A.   All officers have the power to draft help and/or seek volunteers.

    B.   All officers are volunteers and do not receive any pay for their services. They shall not be held liable for any actions that may be

          taken against “The Club”.

    C.   President

        1.   Presides over meetings

        2.   Keeps meetings on time schedule

        3.   Assists other officers

        4.   Maintains the club’s by-laws

        5.   Organizes committees, as needed, to establish

            a. Rules and changes

            b. The following year’s schedule, with lists of topics

            c. November Awards Banquet

            d. Awards (type, cost, quantity, etc.)

    D.   1st Vice President

        1. Assists President and fills in during his/her absence

        2. Chairs the committee on publicity

        3. Is the meeting timer

    E. 2nd Vice President

        1. Assists President and fills in during his/her absence

        2. Maintains year-to-date point list

        3. Holds and maintains club’s equipment

    F.       Treasurer

        1.      Maintains the club’s financial records

        2.      Collects dues

        3.      Maintains the club’s membership roster, updating as needed

        4.      Is the alternate meeting timer

    G.    Webmaster

        1.      Maintains the club's website.  

        2.      Compiles the winning images from the monthly and year end competitions, and posts them to the website

        3.      Maintains name tags 

        4.      Assists the Treasurer, with the ability to sign checks, make deposits, etc.

        5.      Records the activities of the meetings, in general, for the website

III.   Dues Structure

    A.    Dues are $25.00 per year, due at or before January meeting.

    B.     New members will pay full price until after the August meeting.  New members joining after the August meeting will pay half

            price.  This only applies to new members—renewals are at full price.

    C.    Immediate family members may join for half price.


IV.  Club Rules

    A.     Definitions

        1.       Topics—2 types, open and assigned

        2.      Awards—4 types, 1st, 2nd, 3rd, and Honorable Mention (HM)

        3.      Divisions—3 types, Color Prints, Monochrome Prints, Enhanced Prints

        4.      Class—3 types, Class A (Advanced), Class B (Intermediate), and Class C (Novice)

        5.      Club Year—Runs from December through the following November

        6.      Entry—an individual print

        7.      Photos must be matted or mounted, but frames and glass are not allowed. 

    B.      Class determination

        1.      At the beginning of each club year, members choose the class in which they wish to compete.  The member must compete

                 in the same class for both color and monochrome.

        2.      During a club year, members can switch classes only once.  Members must obtain board approval in order to move down

                 a class.

        3.      The club officers are empowered to move Class B and C photographers up to Class A and B as they deem appropriate.

    C.    Scoring

        1.       When using SPS judges, two judges (selected by the presiding board member or the Head Judge) will select the First,

                  Second, Third, and Honorable Mention for each division and class.  When using an outside, guest judge, only one judge

                  will be needed to select First, Second, Third, and Honorable Mention for each division and class.

        2.      No SPS member may take part in or be present for the judging or critiquing of any category in which the member

                 himself/herself or anyone in the member's immediate family is entered.  

        3.      Year-to-date point totals are kept by the 2nd Vice President and are used to determine Photographer of the Year in each

                 division and class.  Points are awarded as follows:

            a.     Monthly 1st place award winners will receive 5 points.

            b.     Monthly 2nd place award winners will receive 4 points.

            c.     Monthly 3rd place award winners will receive 3 points.

            d.     Monthly HM award winners will receive 2 points.

            e.     Any entry not placing 1st, 2nd, 3rd, or HM will receive 1 point.

    D.     General Conditions

        1.       Only paid-in-full members may compete in monthly contests.

        2.      Open and Assigned topic entries can be no older than 2 calendar years old at the time of showing.  The Board may waive

                 this requirement for certain competitions. 

        3.       There must be 2 competitors in a Class to have a competition in that class. 

        4.      The number of awards in a Class shall not exceed the number of photographers submitting entries in that Class on that


        5.      A maximum of 2 entries per division per photographer per night will be accepted.  In other words, a photographer who

                 competes in Class B would be allowed 2 entries in Color B, 2 entries in Monochrome B, and 2 entries in Enhanced.  This rule

                 may not apply to special competitions or events.

        6.      If an entry is not awarded 1st, 2nd, or 3rd in a monthly competition, it may be re-entered in a later competition providing it

                meets all other entry criteria.

        7.      Only monthly 1st, 2nd, and 3rd place entries qualify for the “Photography of the Year” competition at the November

                 Banquet.  A photographer may enter no more than 4 qualifying photographs per division at the November Banquet.

        8.      Outside judge(s) will be used for the November Banquet Competition

        9.      Special competitions such as, but not limited to, scavenger hunts, closed box, team competitions, etc., will not accumulate

                 points toward Photographer of the Year unless decided before the event by those members in attendance.

        10.   The Photographer of the Year will be awarded to the person in each Division and Class with the highest year-to-date point

                totals as determined in IV.C.2 above.

        11.   Class A, B, and C photographs will be separated for judging purposes.  Separate awards will be made for each class after

                judging each division.

        12.  Critiquing by the judges will be strongly encouraged, time permitting.

        13.  Election of the following year’s officers shall be held during the October meeting, and shall become effective during the

               December meeting.

        14.  The December meeting will be held, if approved by vote at the October meeting.

        15.  During a November meeting of the new and old officers, the year’s schedule and competition topics will be established by

               those in attendance.  The topics and schedule will be posted to the website.

        16.  A financial report detailing the club’s spending over the previous year will be issued at the beginning of each new club year.

        17.  Proposed changes to club rules or issues will be published on the website or by email, and voted on by those members in

               attendance at the meeting following publication.  Absentee voting must be arranged between the member and the President

               prior to the meeting.  “Show of hands” voting will be used at meetings.

        18.  The club’s members agree not to hold the club’s officers or Shenandoah Photographic Society responsible or liable for

               physical accidents or injuries incurred while attending a club meeting, showing, field trip, or any sponsored or

               non-sponsored event.


    E.      Definition of Competition Print Categories.

        1.      Color, Monochrome, and Enhanced prints can be on any paper or printable medium.

        2.      Definition of Photograph—Photographs shall include images obtained using a light capturing process.  The capture may

                 be done by a film or digital camera, or by scanners and similar light-capturing devices.

3.      Color and Monochrome Prints—Color and Monochrome Prints shall include images printed with either chemical darkroom techniques or with ink jet or other printers commonly used with personal computers, or directly with digital cameras.  The printing may be done either by the entrant or by a commercial facility.  Polaroid prints are also acceptable.  Conventional prints may use commonly accepted darkroom printing techniques of burning, dodging, toning, spot-toning, sandwiching, reducing, masking, high contrast, solarizing, line prints, texturing screening, posterizing, filtering, variable contrast, and other techniques normally used in the darkroom at the time the print is exposed and developed.  Digital images may compete with traditional prints provided that the minor adjustments to them are made by the entrant, and only include the digital equivalents of the techniques enumerated above for chemical darkroom printing as well as the additional processes listed below. Imaged used to digital prints may be taken by digital camera, processed onto CD by a commercial facility, or scanned from film or slides.  Techniques that are permitted for digital prints include:  color adjustment, exposure, brightness, sharpening, saturation/desaturation, conversion to monochrome, cropping, resizing, rotating as long as it is applied to the entire image rather than particular elements in the image, electronic filters that are equivalent to glass filters used on a camera (e.g., blur, neural density, or lens flare) and eliminating dust and scratches.  In addition, minor manipulations (such as cloning to remove insignificant but unsightly items in the background) may be performed so long as they do not affect the subject of the image.  Multiple exposures digitally combined to created an effect equivalent to multiple exposures on a frame of film is also permitted; however all images being combined must be the entire width and height of the picture and made visible by reducing opacity.  Stitching of multiple images to form a panoramic print is also acceptable in these categories.

4.      Monochrome prints must be of one color.  For example, a black and white image is eligible as it is dark gray (black) to the very clear gray (white) with the various shades of gray.  Since in printing, white is the absence of color and the white is from the paper, black and white is considered one color.  The Monochrome category also includes images that are toned entirely in a single color, such as sepia or any single color where that color has replace black.  Images that are partially toned are considered polychrome and must be entered in the enhanced prints category.  There cannot be more than one color in any monochrome image.  Digital images that are fully de-saturated may be entered in the monochrome category.  Duotones are not permitted unless one of the two colors is white.

5.      Enhanced prints shall include those color and monochrome images where the computer manipulation or other processing significantly changes the original image.  Such prints include those in which the final image either (1)does not use photographic print materials and chemicals that are manufactured to make photographic prints, or (2) digitally modifies an image by exceeding the list delineated in Color and Monochrome prints above, or changes the image with enhancements including, but not limited to, adding artistic and texture filters, adding objects, creating a new image from one or more images, digital artwork, digital “coloring” and multi-layer composites (except as enumerated above) or collages.  Enhanced prints shall include hand colored prints, Polaroid transfers, and non-minor computer or digitally manipulated prints.  All elements of the image must have been created by the entrant.  Enhanced prints do not represent the reality of the photograph at the time of capture.

Revised September 19, 2011
Content copyright 2016. SHENANDOAHPHOTOGRAPHICSOCIETY.COM. All rights reserved.

Top of Page