The Amersham and District Philatelic Society Constitution and Rules
1. This Society shall be known as The Amersham and District Philatelic Society, hereinafter called the Society.
2. The objects of the Society shall be to stimulate the collection and study of postage stamps and related philatelic material and to provide facilities for collectors of such items to meet each other. The Society shall be non-profit making.
3. The Society may, from time to time, as decided by the Society in General Meeting, be affiliated to such Societies, Federations, or Associations as may appear to the Society to be beneficial to its interests.
4. The Membership shall consist of:
- Ordinary Members, who shall be those who are interested in the hobby of collecting stamps and related material and who are sixteen years of age or over at the beginning of the Society’s financial year:
- Honorary Life Members, who shall be those who have a record of distinguished service to the Society or who have distinguished themselves in some aspect of philately.
- Associate Members who shall be those wishing to take part in only some of the Society’s activities or for a short period of time.
5. The Annual subscription of Ordinary Members shall be as determined by the Society in General Meeting and shall be fixed at periods not exceeding two years; a reduction shall be made for Members making payment before 1st July in the year. The subscription shall be due on the 1st April each year, but any Member joining between 1st January and 31st March in any year shall pay only half the appropriate subscription until the following 1st April. The Committee shall have the right to terminate the membership if the subscription is unpaid on the 30th of September in any year.
6. The Committee shall determine the subscription rate for Associate Members with regard to the Annual Subscription for Ordinary Members.
a) Ordinary and Associate Members shall be approved by the Committee, who shall have the right to refuse any application for Membership.
b) Honorary Life Members shall be elected by the Society in General Meeting
8. Ordinary and Honorary Life Members shall be entitled to the full benefits of the Society including the right to vote at General Meetings.
9. Associate Members shall have no right to vote at any General Meeting or to be elected to or serve as an officer of, or as a member of the Committee of the Society.
10. Any Member may resign from the Society by giving one month’s notice in writing to the Secretary, and shall upon the date of such notice cease to be entitled to the benefits of Membership, but shall, however, remain liable for any unpaid subscriptions or other dues owing to the Society.
11. The management of the Society shall be vested in a Committee composed of:-
a) the Officers of the Society (who shall be the President, Secretary, and Treasurer) and not more than nine other members (including the Exchange Packet Secretary and Auction Secretary) all to be elected in General Meeting. These Officers and Members shall serve for three-year terms and shall be eligible for re-election. At each AGM one of the officers and three of the Committee will be due for replacement or re-election,
b) the immediate past-President
12. The Committee shall have the power to fill any vacancy occurring among the Officers. The appointee shall hold office until the next AGM.
13. The Committee shall have the power to appoint a sub-committee (or sub-committees) to plan and execute specific projects and events. All decisions and recommendations by such sub-committee(s) must be ratified by the Committee. The Chairman of such sub-committee(s) shall become a member of the Committee when reporting to it.
14. Seven days’ notice of meetings of the Committee shall be sent to all Committee members together with an Agenda of the business. Four Members present, of whom the President or an Officer shall be one, shall form a quorum. The President shall have a second or casting vote.
15. The incoming Committee shall hold its first meeting within two weeks after the General Meeting at which it was elected; the prime business of this Meeting shall be to make appointments from within its number to those posts deemed necessary for the effective management of the Society.
SERVICES TO MEMBERS
16. As far as possible the Society shall operate a system of exchange packets and auctions to encourage members to buy and sell philatelic material amongst themselves and to generate revenue for the Society. The Packet Secretary and Auction Secretary shall sit on the Committee and both are authorised at their discretion to approach other members of the Society to assist in running the exchange packets and auctions.
17. Meetings of the Society shall be held at such intervals as the Committee decide, one of which meetings shall be the Annual General Meeting, to be held in May.
18. The Society’s financial year shall commence on the 1st April in each year.
19. Fourteen days’ notice of the Annual General Meeting or an Extraordinary General Meeting shall be sent to all Ordinary and Honorary Life Members together with an Agenda of the business.
20. Five Members present, of whom the President or another Officer (Secretary or Treasurer) shall be one, shall form a quorum at a General Meeting.
Adjournment: If no Officer of the Society is present at a General Meeting fifteen minutes after the appointed starting time, those present shall elect from their number a Chairman for the Meeting whose sole duty shall be to adjourn the meeting and instruct the Secretary of the Society to convene an Extraordinary General Meeting in accordance with rule 19.
21. The Annual General Meeting shall appoint an Auditor. If a Society Member, he shall not be a member of the Committee.
22. The Society may be dissolved voluntarily by resolution of Members in General Meeting (the resolution) subject to a majority of two-thirds of all Honorary Life Members and paid-up Ordinary members.
23. The Society shall be dissolved by default should it become impossible to hold a quorate General Meeting.
24. In the event of dissolution, assets – after meeting all proper debts and liabilities – shall be disposed of as follows:-
- Trophies shall be returned to their donors or, if this be impracticable, shall be retained in perpetuity by their last recipient.
- Equipment to be offered as gifts to local philatelic societies.
- Remaining Officers to use best endeavours to convert any other tangible assets into cash.
- Cash to be distributed in equal proportion to all members whether Honorary Life Members or the remaining paid-up Ordinary Members who joined the Society not less than three continuous years prior to the date of the resolution.
- Any cash remaining after distribution to members (or unclaimed by members twelve months after the date of the resolution) shall be applied for the benefit of local, regional or national philately.
25 The Committee shall have power, at a meeting specially called for the purpose, to investigate any charge made against a Member or to expel a Member whose conduct shall be considered prejudicial to the interests of the Society, such Member, on giving due notice, to have the right of appeal to an Extraordinary General Meeting of the Society.
26 Amendments to these Rules shall be made only by a majority of two-thirds of those voting at an Annual General Meeting or Extraordinary General Meeting. Votes may either be cast in person, at the meeting or submitted in advance, in writing, to the Secretary (to be received by the Secretary prior to the Meeting).
27 An Extraordinary General Meeting shall be called by the Secretary at the request in writing of at least eight Members except as provided in Rule 22.
28 The Committee shall be the sole authority for the interpretation of these Rules and the decision of the Committee thereon shall be final.
29 The Stanley Gibbons’ Penny Black Trophy shall be awarded at the Committee’s discretion from time to time and for an unspecified period to any Member for outstanding service to the Society.
30 Capital expenditure on a single project in excess of 20% of the accumulated funds of the Society as in the previous Annual Accounts, or £250.00 whichever is less, shall require prior agreement by the Society in General Meeting.
ICM/Constitution & Rules 2008 final agreed version