PPSO Bylaws


(Revised 2002, 2003, 2016)

Article I (Name)

Section 1. The name of this organization shall be:

The Professional Photographers of Southwest Ohio hereafter referred to as the PPSO.

Article II (Meeting Place)

Section 1. The location where the principal meeting place of the PPSO is to be located at a place designated, on a yearly basis.

Article III (Purpose)

Section 1. The purpose of the PPSO shall be:

A. To advance photography in all its branches both as an art and as a profession.

1. To improve the technical and business skills of the individual member.

2. To recognize the attainment of professional ability.

B. To devise ways to better serve the public.

1. To promote to the public the value of professional photography.

2. To help the public identify professional photographers.

C. To foster professional and social relationships for its members through the use of publications, conferences, seminars, exchange of thought and opinion between members, and encourage personal relationships, networking and discussion among its members.

D. To exist as a non-profit organization.

Article IV (Code of Conduct)

Section 1. Th following shall constitute the Code of Conduct of all members of the PPSO and each member shall signify his intention and willingness to abide by the same in the manner hereinafter provided.

Section 2. The Code of Conduct shall be prominently incorporated with and be a formal part of every application for membership and shall be signed by hand, in ink, by each applicant.

Section 3. No application for membership shall be accepted and no services or privileges shall be accorded to any applicant unless and until the Code of Conduct has been signed.

Section 4. No member of the PPSO shall enter into any agreement of any nature whatsoever, the object of which is to restrain trade, limit production, circumscribe \ competition, regulate prices, distribute business, or perform any act that is contrary to law.

Section 5. Every member of the PPSO shall be at liberty at all times, and in every respect and particular, to conduct his business as he sees fit, provided that in so doing he does not violate the Code of Conduct or the provisions of Section 4 of the article.

Section 6. The violation of any portion of the Code of Conduct or the Code of Regulations shall be grounds for the Board of Directors to terminate or refuse renewal of membership in the association.

Article V (Membership)

Section 1. Requirements

A. The membership of the PPSO shall consist solely of individuals who fulfill the qualifications of Section 2 and follow the procedures listed in Section 3.

B. Members will be entitled to such services and privileges as decided upon by the Board of Directors and/or the vote of the Active membership in any properly authorized meeting.

Section 2. 

An applicant must meet the requirements of one of the following classifications:

A. Active membership is extended to any individual engaged in the business of photography or in any photographic profession whether full-time or part-time and who has done what is required to be a legal business in the state of Ohio.

B. Associate membership is extended to any employee of an active member in good standing. Associate members have no voting privilege and cannot be on the board. Print competitions are for score only.

C. Aspiring Membership is extended to any individual just beginning their career in photography. You are endeavoring to learn to be a professional in your photography business. You may be an aspiring member for two years at which time you are expected to become an Active Member. Aspiring members have no voting privileges and cannot be on the board. Print competitions are for score only.

D. Student membership is extended to any individual attending a school as a full time student majoring in photography. This membership will be reviewed on an annual basis. Student members have no voting privileges and cannot be on the board. Print competitions are for score only.

E. PHOTOGRAPHIC SUPPLIERS / VENDORS MEMBERSHIP This membership is extended to any individual who works in a photography industry other than as a photographer or for vendors who wish to support our efforts to give continuing education to photographers in the region.

F. Life Membership is extended to an existing member who has demonstrated outstanding, continuous service to PPSO. A Life Member has made a positive and lasting impact on the organization.

G. Retired/Inactive membership is extended to current members who are retiring from the photographic profession. When said member returns to the photographic business world, previous classification and annual dues will be required.

Section 3. 

The procedure for reviewing new member applications is as follows:

A. The applicant must be sponsored by one active member of the PPSO in good standing.

B. The applicant must submit an official membership application (available on the website for online application or to print out and complete)  with the Code of Conduct signed by hand, in ink and the dues for one year (or the prescribed pro-rated amount as dictated by the current board of directors).

C. The applicant shall be introduced to the membership at a regular meeting by one of his/her sponsors, whereupon he shall tell, in his own words, his background and goals in professional photography. All applicants will submit a website, online gallery, or Facebook page where photography can be reviewed or may submit by email at least ten images for board review.

E. The application will be voted on at the next Board of Directors meeting & will be added to the online directory of members on the PPSO website.

F. Final approval of any application for membership is vested in the Board of Directors of this association.

G. In the event of a rejection of an applicant, notification and return of dues check shall be the responsibility of the membership chairman.

Section 5. Dues

A. Dues for membership shall be fixed by the Board of Directors and reviewed annually.

B. Renewal membership dues are due to be paid by the December meeting.

Section 6.

Spouses of Active members may attend regular meetings of this association.

Article VI (Meetings)

Section 1. Elections

A. The annual meeting of the of PPSO for the election of directors shall be held in the month of November of each year at a place designated by the Board of Directors.

Notice of such meeting shall be mailed by the Secretary to each member at least five (5) days before the date of the meeting, and shall include a list of all nominees.

B. Nominations will be made during the October meeting. The immediate past president will be responsible for the handling of the elections. The President will present the nominations for the office of Secretary to the general membership. Nominations may be made from the floor.

Section 2. The regular meetings of the members of the PPSO shall be held monthly at the time and place designated by the Board of Directors.

Section 3. Special meetings of the PPSO may be called at any time by the President, or by request of the majority of the Board of Directors. All special meeting notices must state the purpose of the meeting.

Section 4. A quorum for the transaction of business at any meeting of the PPSO shall be one-third of the Active members in good standing.

Section 5. A quorum for the transaction of business at any meeting of the Board of Directors shall be the majority of the Board of Directors.

Section 6. Meetings of Board of Directors shall be held monthly, at such time and place as they may elect, or a meeting shall be called by the President or when requested by three (3) members of the Board. Notice of such meeting shall be mailed or telephoned to the Directors.

Section 7. Each Active member of the PPSO may cast a vote at any regular or special meeting of the membership in one of the following ways:

A. In person

B. By proxy in writing or

C. By mail to be received by the Secretary prior to the time of the vote.

Article VII (Officers)

Section 1. The officers of the PPSO shall be a President, Vice President, Treasurer and Secretary, each to serve a term of (1) year, beginning January 1.

Section 2. The Board of Directors shall consist of the four from Section 1. officers, two( 2) elected directors, two (2) appointed directors and the immediate past president.  The two appointed directors are appointed by the President and subject to approval by the newly elected Board of Directors. Both elected and appointed Directors shall serve a one year term. After serving as an appointed director; the director must be off the board for one year unless elected. The immediate Past-President is an ex-officio director for one year following his/her term in office, after which he/she is not eligible for any position on the Board for one year. The president shall serve as Chairman of the Board of Directors.

Section 3. The Board of Directors shall constitute the governing body of the PPSO. It shall be vested with full power to carry out the purpose of the PPSO, which it may deem to be in the best interest of the PPSO in accordance with the constitution and bylaws.

Section 4. In the event of a vacancy in a position on the Board of Directors or any office, the vacancy shall be filled and appointed by the Board of Directors, which person so designated shall hold office for the UN-expired portion of the vacated term.

Section 5. The duties of these officers shall be such as usually pertain to and are generally assumed by such officers, subject to the supervision and special instructions of the Board of Directors.

Section 6. Any member of the Board of Directors, director or officer, who fails to attend three (3) consecutive meetings, may be removed from office by a decision of Board of Directors.

Article VIII (PPSO Insignia)

Section 1. The right to use the seal and other types of insignia and membership identification shall be restricted as follows:

A. Membership identifications such as the seal, printing on letterhead or advertising materials, or any other device which could be interpreted by the public to indicate the user as a skilled photographer approved by the PPSO is restricted to being used by Active members only.

B. All membership identification and insignia and right to use such shall remain the property of the PPSO and shall be furnished to an Active member for use only during such time as their membership is in good standing.

C. If for any reason whatsoever Active membership status with the PPSO are revoked, or severed, the member agrees, as a condition of membership, to immediately desist in the use and display of such insignia, or the PPSO™ name or other material which in any way could be interpreted by the public as PPSO endorsement.

Article IX (Committees)

Section 1. The President of the association, with the approval of the Board of Directors, shall appoint such committees as he shall determine necessary to carry out the goals and objectives of the PPSO.

Article X (Amendments)

Section 1. The Constitution may be modified, altered, amended, or repealed by a two-thirds vote of the Active members of the PPSO present at any regular or special meeting, providing however, that such proposed amendment shall have been read at the previous regular meeting of the members.


Past President Professional Photographers of South West Ohio

1. Past President is an advisor to the Board of Directors

2. Train and advise the incoming President.

PRESIDENT AND Chairman of the Board

1. Officiate at the monthly Board of Directors meeting.

2. Officiate at the monthly membership meeting.

3. Oversee the performance of all officers and insure that the organization runs smoothly.

4. Call, notify, and oversee the annual elections in November of each year.

5. Appoint two Board Directors.

6. Responsible for notifying Board Directors of all Board Meetings.


1. Secure speakers for all designated monthly membership meetings. The speaker responsibilities may be assigned to a duly appointed member

2. Issue PPA merits to each speaker.

3. Introduce and present merits to the speaker at each meeting.

4. Train and advise the incoming Vice President.

5. Secure meeting location and menu for upcoming year.


1. Record minutes at each Board Meeting, and mail or email to each Board member after each Board Meeting.

2. Train and advise the incoming Secretary.


1. Maintain records of all financial transactions.

2. Deposit, record in checkbook, and classify all income from dues, meals, and miscellaneous sources.

3. Pay, record in the checkbook, and classify all expenses incurred by the organization.

4. Reconcile the checkbook monthly.

5. Publish a monthly financial report for the Board of Directors meeting to include:

a. Beginning and ending bank balances.

b. Monthly income and expenses.

c. Summary of income and expenses, year to date.

6. Maintain meeting attendance record.

7. Invoice each member for their dues.

8. File proper corporate tax returns to the appropriate government agencies.

9. Train and advise the incoming Treasurer

10. Appoint a greeter to help at entry table.


1. Membership Chairman: One of the Elected Board Members

a. Recruit new members.

b. Retain existing members.

c. Prepare a welcome packet

d. Follow through with membership applications.

1. Mail or email applications to potential members.

2. Bring application,and first dues payment to the Board of Directors for approval. Or application online is automatically sent to the board.

3. Keep application on file.


1. Serve at the directions of the President and Board of Directors.