Revised: 02/23/2014 kw
CHRISTMAS PHILATELIC CLUB
Ever mindful that love should be the basis for all relationships between one human and another, we take our inspiration from the Babe of Bethlehem, whose birth marked the beginning of a lifelong testimony of true love. In pursuit of a like goal in our respective surroundings, we, Christmas topicalists all join together to support one another in the study of all Christmas philatelic material. Through this Association, our increased knowledge leads to a greater enjoyment of our hobby, a special hobby whose underlying thought is a reminder that a greater purpose awaits us: Peace on Earth begins with men of good will.
Article 1 Name
The name of this club is CHRISTMAS PHILATELIC CLUB, hereafter referred to as CPC for the purpose of brevity.
Article II Purpose
The purpose of CPC is to promote the association of Christmas topicalists in an entourage of philatelic activities that are conducive to the members common growth in knowledge and enjoyment of all aspects of Christmas philately.
Article III Membership
Section 1. Eligibility. Any person of good character interested in philately is eligible for membership in CPC.
Section 2. All members enjoy the same privileges and responsibilities associated with membership in CPC.
Section 3. Classes. The membership of CPC is divided into the following classes:
(a) Regular Membership: Members paying annual dues in accordance with the bylaws.
(b) Honorary Membership: Honorary membership is established in recognition of outstanding contribution to Christmas topical philately. The Executive Board has the authority to consider and bestow this honor upon deserving individuals. Honorary members pay no dues, do not vote, and are entitled to receive the YULE LOG free.
Section 4. Member Status
(a) Good Standing. Members are considered in good standing when conducting themselves within the spirit and scope of the purpose of CPC and in financial equilibrium with CPC.
(b) Resigned. A resignation must be made in writing to the Secretary. Resignation forfeits all rights, privileges, and benefits attached to membership, but it does not cancel financial obligation to CPC incurred during period of membership. Refund of dues, in total or in part, is not allowed.
(c) Reinstated. A former member in good standing whose membership was terminated by resignation or non-payment of dues, may reinstate his membership by payment of dues in accordance with the bylaws.
Article IV Officers
Section 1. The officers of CPC are President, Vice-President, Secretary, Treasurer, and three Directors. The officers perform the duties as prescribed in the bylaws.
Section 2. The officers are elected by ballot for two years or until their successors are elected. With the exception of the Secretary and Treasurer no officer is eligible to serve more than two consecutive terms in the same office. An officer who has served more than half a term is considered to have served a full term in office.
Section 3. Any regular member in good standing is eligible for an office.
Article V Executive Board
Section 1. The immediate past president, defined as a president who has served at least one year and who has not resigned during his second year in office, and the current officers of CPC constitute the Executive Board.
Section 2. The President presides over the Executive Board.
Section 3. The Executive Board has full authority to do all things necessary for and incident to the proper execution of the provisions of this constitution and its bylaws.
Section 4. The Executive Board is at all times to be responsive to ideas, criticisms and suggestions made by the membership, in the best interest and general welfare of CPC.
Article VI Elections
Elections are held biennially in odd numbered years under the provisions of the bylaws.
Article VII Committees
Section 1. The President appoints such standing and temporary committees as are necessary to accomplish the purpose of CPC and to assist in implementing the policies and directives of the Executive Board.
Section 2. Committee appointments are made for a period to be determined by the President, but not for more than two years. Committee appointments expire at the completion of the Presidents term of office, but chairmen and/or committee members may be dismissed at the direction of the President, subject to approval by the Executive Board.
Article VIII Publication
Section 1. The official journal of CPC is YULE LOG, which shall be published throughout the year on a regular basis, and shall be distributed to all members of CPC. All official notices of CPC are published in this journal.
Section 2. The editor of YULE LOG is appointed by the President for a two year term, subject to approval by the Executive Board. The Editor is subject to the provisions of Bylaw C Paragraph 4.
Section 3. The official journal strives to fulfill the purpose of CPC in the material selected for publication. While drawing attention to questionable postal emissions, no directives concerning what or what not to collect are made.
Article IX Local Branches
Section 1. Local branches may be established by the Executive Board in response to a written request to that effect and signed by at least five CPC members in good standing residing within the area to be benefited.
Section 2. Local branches may elect their own officers and committees, may assess dues, may collect and manage their own funds and make rules for their government, provided that all of their acts and rules are consistent with this constitution and its bylaws.
Article X Honor Role
Section 1. An Honor Roll is established to recognize outstanding achievements and service to the club by CPC members.
Section 2. Any member in good standing may submit members names for Honor Roll to be considered by the Executive Board.
Article XI Amendment
of this Constitution and its Bylaws
Section 1. Any member in good standing may submit proposed amendments, in writing, to the Executive Board for consideration. An affirmative majority vote of the Executive Board on the proposed amendment requires it to be submitted to the membership for adoption.
Section 2. An amendment submitted to the Executive Board with ten percent of the good standing membership in affirmative petition must be brought before the entire membership for adoption.
Section 3. Amendments to the Constitution require an affirmative two thirds majority of the members voting for adoption. Amendments to the bylaws require an affirmative majority of the members voting for adoption.
Section 4. Proposed amendments appear to (or with) the biennial ballot unless sufficiently urgent, as determined by the Executive Board, to require a special vote.
Article XII Dissolution
Section 1. In the event dissolution of CPC is approved by the membership, any surplus money or property remaining after paying or providing for all liabilities of the Club, shall be distributed to various philatelic societies or to their successors and assigns, to be determined by the Executive Board.
Bylaw A Purpose
The purpose of CPC is accomplished in a non-denominational, non-profit, and non-political manner.
Bylaw B Membership
Para. 1 Open membership policy. Membership in any other philatelic association, society, or club is not a prerequisite for membership in CPC.
Para. 2 General
(a) Candidates for membership must make application on the form provided by CPC. A candidate will be informed of admission to CPC in writing by the Secretary not later than thirty days after receipt of application. Candidates must include dues with the application for membership, as scheduled in Para. 2e.
(b) The new members name and address, membership number and collecting interests are published in YULE LOG, no later than sixty days after receipt of application.
(c) Dues are determined by the Executive Board.
(d) The parent or legal guardian of a member under eighteen years of age bears responsibility for financial dealings between that member and CPC.
(e) The annual dues are payable in advance on the 1st day of the month of January.
(f) There is no initiation fee.
Para. 3 Suspension and termination of membership.
(a) Members in arrears. Any member one month in arrears, for annual dues is notified by the Secretary in writing. If after thirty days the account remains unpaid, the member is automatically suspended from membership. The Secretary reports suspensions to the Editor for publication in YULE LOG, and to the Executive Board. Reinstatements are thereafter made under the provisions of Bylaw 8, Para. 2c and are also reported to the Editor for publication in YULE LOG and to the Executive Board. The Executive Board may under extenuating circumstances, extend time for payment of such dues.
(b) Complaints against members. If charges concerning the conduct or character of a member are brought before the Executive Board signed and in writing, it is their duty to investigate such charges, notify in writing the member against whom the charges are made and afford him the opportunity to refute the allegations. Whenever the Executive Board is satisfied that the conduct of the member charged in inconsistent with the purpose or well-being of CPC, or detrimental to any of its members, it may by a majority vote expel the member, or take action in the best interest of CPC.
Bylaw C Officers
Para. 1 The offices of Secretary and Treasurer may, but need not be, combined and held dually by a single officer. The President and the Executive Board determine the dual or single holding of the two offices prior to each election.
Para. 2 The Editor of CPCs journal, YULE LOG, may not be appointed to serve as an officer.
Para. 3 Principal duties of CPC officers:
(a) Presidential duties:
(i) Direct and guide CPC in the fulfillment of its purpose;
(ii) Appoint committees;
(iii) Act upon and make decisions concerning committee reports;
(iv) Direct the Executive Board in matters that come before it for resolutions;
(v) Appoint the Editor of YULE LOG, subject to approval by the Executive Board;
(vi) Authorize expenditures of CPC funds, subject to approval by the Executive Board.
(b) Vice-Presidential duties:
(i) Be available to take over the duties of the President in the event of the incapacity or failure to act on the part of the President, or upon the specific request of the President as President pro tem;
(ii) Perform whatever duties the President may request of him.
(c) Secretarys duties:
(i) Accept and provide applications for membership in accordance with the provisions of the membership bylaws;
(ii) Assign membership numbers, keep membership records and distribute membership cards. This information is considered confidential and for the sole use of CPC;
(iii) Make monthly report of changes in membership to the editor and the Executive Board;
(iv) Prepare an annual membership roster;
(v) Mail to members in good standing a ballot for the election of officers in cooperation with the Nominating Committee and the Election Board, or otherwise this to be mailed with the regular issue of YULE LOG.
(d) Treasurers duties:
(i) Give such bond for the faithful performance as the Executive Board may require;
(ii) Accept the payment for dues for membership, payment for advertisements in YULE LOG, donations, and all other monies to which CPC is entitled;
(iii) Disburse funds from the regular account for the payment of CPC expenses upon the written or standing orders of the President;
(iv) Maintain complete and accurate accounts of all financial transactions of CPC;
(v) Report in writing to the Executive Board the balance of money on hand and the outstanding obligations of CPC at the end of each calendar year, or more frequently at the discretion of the Treasurer or by request of the Executive Board, to aid planned expenditures or scheduling of funded CPC projects;
(vi) Maintain proper checking and/or savings accounts in the name of CPC for the holding of funds;
(e) Executive Boards duties:
(i) Advise all elected and appointed officers concerning CPC policies and actions;
(ii) Make basic policy decisions;
(iii) Act on the removal of any member for unethical conduct;
(iv) Consider all proposed amendments to the Constitution and bylaws;
(v) Act upon recommendations proposed by other members of CPC;
(vi) Approve or disapprove Presidential appointed committees, Presidential authorization of disbursement of CPC funds, Presidential appointee for Editor, Presidential request to combine the offices of Secretary and Treasurer;
(vii) Establish guidelines for the operation of the Nominating Committee and Election Board;
(viii) Review, on a minimum of annual basis, CPCs financial status and make recommendations on adjustment of CPC dues;
(ix) Consider applications for local branches.
Para. 4 In the event of the incapability or failure of any officer to perform the duties of his office as prescribed in the bylaws, or should he commit an act or acts unbecoming an officer or inconsistent with the purpose of CPC, the Executive Board will review the matter and if just cause appears, remove the officer from service. The vacancy is filled by appointment and majority approval of the Executive Board. The only exception to this shall be when the officer removed is the President. If and when this occurs, the Vice- President shall automatically become President and the vacancy for Vice- President shall be filled by the method described above. Resigned positions are subject to the same provisions.
Bylaw D Executive Board
Para. 1 Prior to an initial, all membership meeting the Executive Board has the responsibility to adopt a set of parliamentary rules suitable for the conducting of such business as may be necessary.
Para. 2 The Executive Board serves as the CPC auditing committee.
Bylaw E Elections
Para. 1 Nominating Committee. No later than June 1 of each odd numbered year, the President appoints a nominating committee of three members which proposes the names of candidates for all offices in CPC. Finalized nominations are forwarded to the Editor for publication in YULE LOG and to the Secretary for ballot preparation and mailing to the membership.
Para. 2 Additional nominations may be made, but such nominations are valid only if presented over the signatures of at least five (5) members in good standing (other than nominees) and if received by the Nominating Committee not later than August 1 of the election year.
Para. 3 Election Board. The President appoints an election board, three in number (if feasible, living in the same area) to audit the voting. Further, the Election Board is composed of three members who are not elected officers or nominees of elective office, and appointed not later than August 1 of the election year. At the Presidents discretion, the Nominating Committee may double as the Election Board.
Para. 4 Duties of the Nominating Committee and Election Board: Duties not specifically covered in Paragraphs 1 & 3 are in accordance with the operating procedures issued by the President and/or the guidelines established by the Executive Board.
Para. 5 A mail ballot system that assures the voters right to secrecy is provided during the month of September of the election year. Ballots marked according to the instructions are returned, postmarked no later than October 31 of the said year, to the Chairman of the Election Board. The results of the election are reported to the Executive Board and Editor no later than November 30 of said year. Election results are published in the December YULE LOG of the said (if publishing deadlines allow), or as soon thereafter as possible.
Para. 6 Candidates receiving the highest number of votes are declared elected. In the event of a tie current Executive Board shall vote to determine the winner.
Para. 7 Officers take office at the beginning of even numbered years.
Para. 8 Vacancies between elections occurring in any elective office shall be filled by the method described in Bylaw C, Para. 4.
Bylaw F Publication
Para. 1 Duties of the Editor:
(a) Prepare and publish the YULE LOG;
(b) Accept or refuse contributions to YULE LOG, consistent with the purpose of CPC;
(c) Publish all revisions, corrections, and additions to the membership roster in YULE LOG, as soon as possible after receipt from the Secretary;
(d) Determine the content, style, typography, format, and exact dates of issuance of YULE LOG;
(e) Assure the production and distribution of YULE LOG and any other publication to the membership;
(f) Appoint a publisher and production assistants for the efficient execution of these duties.
THIS COPY OF THE CONSTITUTION AND BYLAWS OF THE CHRISTMAS PHILATELIC CLUB WAS APPROVED BY A MAJORITY VOTE OF THE GENERAL MEMBERSHIP IN NOVEMBER 1997. THIS DOCUMENT SUPERCEDES THE ONE ADOPTED BY THE MEMBERSHIP IN OCTOBER, 1973 AND AMENDED IN DECEMBER, 1973, JULY 1982, NOVEMBER 1990 AND DECEMBER 1996.
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Revised: 02/23/2014 kw