GOVERNING THE USE OF
THE SUN CITY
PHOTOGRAPHY CLUB STUDIO
For Monitor & Studio Certification
Information, Click Here
- PURPOSE. The purpose of this document is to
establish policies and procedures for the use of the Sun City Photography Club
Studio, hereafter referred to as the “Studio.”
- The studio is the room located in the Yemassee Crafts
Center assigned by Sun City Hilton Head Community Association (CA)
exclusively to the Photography Club, a chartered club of SCHH, as a
dedicated multi-use space for educational and functional activities related
- The studio will be used as a teaching classroom, a
professional-grade studio for portraiture and still-life photography and a
laboratory for digital processing, mounting, matting and/or framing. It
will also serve as a gallery of members’ photographs, including those
offered for sale, and viewable by the residents on selected occasions.
EQUIPMENT AND PROPERTY.
- The studio will include equipment and supplies
commonly associated with the activities described above. The Photography
Club shall be responsible for the acquisition, maintenance and safeguarding
of the equipment, and ensure that it is properly and safely used.
- Property purchased by the club becomes property of the
Community Association and is included in their insurance coverage. Personal
property brought into the studio is not covered by the Association, but
should be included in members’ homeowner policies.
- The Photography Club will maintain an inventory of
club-owned assets valued at $200 or greater, and report those greater than
$2,000 to CA in accordance with the Chartered Club Rules & Procedures (CCRP)
manual. This will be the responsibility of the club Treasurer.
- No equipment may be removed from the studio without
approval of the Studio Manager (see Para. 7a-c).
- Procurement or disposal of equipment costing more than
$500 will require approval of the Treasurer and one other officer. Greater
expenditures will be subject to the club by-laws. The Studio Manager must be notified of any loss or disappearance of equipment, or
equipment that becomes unusable or unsafe.
- The operation and management of the studio and
equipment shall be in full compliance with the CCRP and By-Laws of the Sun
City Photography Club.
- As one of the benefits of membership in the Sun City
Photography Club, the studio shall be managed expressly for the interests of
its members in good standing. Non-member residents, visitors and guests of
the developer are welcome to visit the studio and observe the activities therein,
but may not attend classes or use equipment. Exceptions may be made for use
by joint activities which include Photography Club members and members of
other clubs, for example, the “DigiSig” group which is a joint initiative
with the Computer Club. With reasonable advance notice, designated club
members will be available to open the studio and give informal tours.
- The studio and/or equipment may not be leased (rented)
to outside parties or groups. However, the Photography Club may sponsor a
seminar or workshop presented by a paid speaker in accordance with CCRP
contracting policies. In addition, a member may be authorized by the Board
to conduct outside seminars using studio equipment.
- Scheduled classroom periods will have priority over
other uses of the studio.
- A daily register of utilization will be provided near
the entrance; all those entering the studio will be asked to sign the
register and provide his/her CA number, and members must bring their
- A designated room monitor must be present in the
studio at all times when others are working therein. During class periods
the instructor may serve as the room monitor or, at his/her discretion,
request someone else for that purpose. . “Open” periods of the studio will
be dependant on the availability of a room monitor.
- In accordance with the CCRP, a minimum of 25% of the
scheduled operating time shall be set aside for members’ use, unencumbered
by classes, meetings or other planned group activities.
- Although assigned to the Photography Club, the studio
and its equipment remain under the ownership of the Community Association
and shall be operated and maintained in accordance with its rules and
standards. Access for inspections (fire, safety, etc.), routine maintenance
and custodial services cannot be hindered.
- No smoking, food or beverages shall be permitted
inside the studio, other than bottled drinking water. Other food/beverages
may be allowed at the discretion of the monitor on duty at the time.
- Only “digital” processing of photos is performed; no
chemicals associated with “darkroom” processing of film or prints will be
permitted in the studio.
- No activity which could result in negative publicity
(deserved or otherwise) or reflect unfavorably on the club, its members or
Sun City Hilton Head shall be permitted in the studio.
- A copy of this document shall be conspicuously posted
in the studio as required by the CCRP.
- Mat cutters, glass cutting tools and other equipment
deemed potentially hazardous shall not be operated by anyone without
appropriate training, safety gear and demonstrated knowledge and ability to
- Operating instructions and safety rules shall be
prominently displayed near or on the applicable equipment.
- No one should use hazardous equipment or engage in
potentially dangerous activities (like climbing a ladder to adjust studio
lighting) without another person present in the room.
- Safety is everyone’s responsibility, not just the room
- When not in use, the studio and store room shall be
locked, and the keys secured in the lock box.
- The club will receive five duplicate keys which may be
provided to the club’s officers and Studio Manager. The
combination for the lock box will be provided only to the officers, Studio
Manager and designated room monitors. The Studio Manager shall have custody of all unassigned keys and maintain a list of
members entrusted with keys and/or the lock box combination.
- The Executive Board shall appoint a member who will
oversee the overall operation and maintenance of the studio (referred to
herein as the Studio Manager).
- The Studio Manager shall be a non-voting
member of the Executive Board and keep the Board informed of the status of
the studio and recommend budgets and other appropriate measures regarding
- The Studio Manager maintains overall
responsibility for the following areas:
Studio Inventory Asset List (all equipment in the Studio)
Studio Supplies (paper, ink, mat boards, etc,)
Scheduling (in conjunction with the Education Committee Chairperson)
Studio Exhibits, wall and window display, (in conjunction with the Exhibition
and Competition Committee Chairperson).
Special Events (i.e. Saturday Art Sale in conjunction with the Special Events
Safety and security
Budgeting and finance
Policies and procedures
- Studio committee members, with the following
functional responsibilities, may be appointed to assist the Studio Manager.
Primary Interface with Community Association Facilities Maintenance (CAFM)
Department regarding studio HVAC, electrical, lighting, walls and wall
covering, casework and bench tops, doors and locks, and contracted
Minor facility repairs that are not the responsibility of CAFM.
Tables and seating.
Miscellaneous wall mounted equipment; e.g., bulletin boards, clocks, etc.
Window & wall display systems.
MOUNTING, & FRAMING EQUIPMENT MANAGER
Maintenance of: Dry Mounting/Laminating Press, Carithers Oval Mat
Cutter, Carithers Signature Mat Cutter, Fletchers Glass/Plexiglas/ Mat Cutter,
Cassese Underpinner Framer, Flat Storage Unit and associated small equipment
items; e.g. ATG Adhesive Tape Dispenser, Frame Master Point Driver, etc.
Consumable parts associated with above listed equipment; e.g., dry
mounting supplies, cutter blades, framer points (Wedges), etc.
Inventory of consumable material for purchase by club members; e.g. mat
boards, glass, Plexiglas, etc.
COMPUTERS, PRINTERS, & AV
Included: desktop computers (2), laptop computer, printers (3), video
Check internet connection and restore if necessary
Download & install updates to anti-virus and operating system
Check for and install updates for installed software and drivers if
Delete personal documents and unauthorized software
Perform complete system scan and disk defragmentation (monthly)
Troubleshoot problems and repair if possible, or report any component
that is non-operational
Perform ink cartridge nozzle cleaning function and print test page(s) to
check quality of output
Replace ink cartridges as needed
Check for evidence of paper jams or debris inside printers
Check overall performance and repair or adjust if possible, or report
equipment that is non-operational
Connect to laptop and check operating status
Make image adjustments as needed
Clean lens with lens cleaning tissue or cloth
Report any indications of equipment misuse or under/over utilization and
recommend changes as appropriate.
Check adequacy of consumable supplies and replenish a needed.
Overall responsibility for studio lighting equipment, backdrops, portrait
seating, and ancillary equipment.
Maintenance of studio lighting equipment.
Maintain supply of consumables, i.e. backdrops, light bulbs, etc.
Provide advice and recommendation for additional equipment for purchase
as technology and usage dictate.
Club Members will be encouraged to
volunteer as studio monitors to keep the studio open on a more-or-less
consistent daily schedule. All studio monitors are required to take studio
monitor training, and to adhere to the Studio Monitor Policies that have been
- The Studio Manager shall provide the
Treasurer an annual budget of anticipated expenses and income to be
incorporated in the club’s fiscal year budget.
- The Studio Manager and one other Board member
shall be authorized to approve expenditures not exceeding $500. Expenses
over that amount require approval in accordance with the club by-laws.
- The Board shall adopt a fee schedule to offset costs
of consumable supplies and equipment depreciation. Tuition fees for classes
may also be charged.
- Volunteer instructors are not to be paid, other than
for reimbursement of personal expenses related to the course.
- Income from annual member dues, studio operations and
fund-raising projects should provide for a capital reserve fund for
equipment procurement, repair and/or replacement. This fund would be
separate from the general operations account and not included in determining
the maximum year-end balance allowed by the CCRP.
- The studio is a significant asset, not only to the
Photography Club, but as an important amenity to the Sun City community, as
well as a marketing tool for the developer. Club officers will use any and
all opportunities to publicize the studio’s benefits and programs in order
to attract and retain members and bring attention to its contribution to the
active lifestyle for which this community is known.
- Members will be kept informed on programs, classes and
capabilities found in the studio and encouraged to support, as well as
- Other than during classes or workshops, and when a
room monitor is on duty, the studio will have an “open-door” policy to
welcome visitors inside to view gallery exhibits, ask questions and perhaps
be motivated to join the club.
Photography Club Studio Usage (Updated Feb 2017)
The Studio has seven (7) types of
Item # 1: Scheduled Classes or Training Sessions with a Monitor present
Item # 2: Scheduled Meetings
Item # 3: Scheduled Special Events
Item # 4: Scheduled Open Studio Sessions with a Monitor present
Item # 5: Scheduled Studio Lighting Reserve
Item # 6: Free Time
Item # 7: Reserved Studio Time
Note: Items 1 thru 3 are self-explanatory.
Item # 4:
Scheduled Open Studio Sessions will have a scheduled Monitor in
attendance. All Club members are welcome to use The Studio during these
sessions. If you plan to use
the Mat Cutting, Dry Mount Press, or Printers, you MUST have had the
appropriate class and have been certified to use the equipment. Please do
not use the Studio Lighting
Equipment during the Scheduled Open Studio Sessions due to safety reasons.
If you want to use the Studio Lighting Equipment, you MUST reserve the
Item # 5: Scheduled Studio Lighting Reserve can only be used
if you have had the appropriate class, have received certification and you
have had the Monitor Training. To
reserve the lighting studio, go to the home page and click the Club Calendar
link to check for room availability. E-mail your day and time request to the
Studio Calendar Manager at
least 24 hours before your requested time; your Studio Lighting Reserve
Time will be listed on the online Calendar. You will receive an e-mail
Item # 6: Free Time is any time no other activity is scheduled
on the The Studio Calendar. Since this is not scheduled time, there will not
be a monitor assigned. The members using
the studio MUST have had the Monitor Training & Studio Certification. You
will receive the Lock-Box Security Code after you have had this training. If
the member is going to use
the Epson 3880 Printer, the 7900 Epson Printer, Mat Cutter or Dry Mount
Press Equipment; he/she must have completed the equipment training and be
using this equipment. Do not use the Studio Lighting Equipment during the
Free Time because there may be more than one activity going on at the same
time and using the Studio
Lighting Equipment would create a safety hazard. There will be no exceptions
to this rule!
Item # 7: Reserved Studio
Time: When you want to reserve The Studio to work privately
on a project, you must have any certification for the equipment that you
will be using
during this session & have had monitor training so that you know the code to
get into The Studio. To reserve the studio, you must contact The Studio
Calendar Manager at least 24
hours before your requested time to reserve The Studio. The Manager will
make sure that The Studio is available for the time that you are requesting.
They will also check the
equipment certifications to make sure that your name is on the certification
list. You will receive an e-mail confirmation. When you enter The Studio,
there is a “Room Reserved” sign that you may put on The Studio door. If you have reserved the room, you
have every right to work on your project in privacy. Special Note:
you will not be permitted to
reserve The Studio the day of or three days prior to a photo competition or
photo exhibit. So please plan ahead to print your photos and/or cut your
NOTE: An easy way to check The Studio Calendar is to go online to the Photo
Club home page: PCSCHH.ORG and click on Club Calendar link
"THE STUDIO BELONGS TO EVERY MEMBER
OF THE PHOTOGRAPHY CLUB OF SUN CITY; WE ALL NEED TO TAKE PRIDE AND
OWNERSHIP OF THE ROOM AND
THE STUDIO EDUCATION COMMITTEE