CONSTITUTION OF

MANDURAH PHILATELIC SOCIETY INCORPORATED.

 

1. TITLE

            The Title shall be “Mandurah Philatelic Society Incorporated”, hereinafter called

            “The Society”.

 

2. OBJECTS OF SOCIETY

The objects of the Society shall be: -  

2.1              The bringing together of those interested in postage and revenue stamps.

2.2              To promote interest and knowledge by the discussion of all matters pertaining to     Philately.

2.3              To further the study of Philately by means of papers, articles and displays of collections    and specimens.

2.4              To assist in the detection and exposure of forgeries.

2.5              To assist and encourage Junior Societies to give facilities to their members for the    exchange of duplicates.

2.6              To provide philatelic literature for the use of Society members.

 

3. MEMBERSHIP

            3.1       Members shall be classified as Seniors (over the age of 18 years) or Juniors (up to 18                             years of age, inclusive) and may be of either gender. 

           3.2        Junior members shall not be eligible to vote, but may participate in the Exchange                                    Circuit at the discretion of the Committee.

            3.3       Candidates must be proposed and seconded by two individual members of the

                                  Society at an ordinary meeting and balloted for at the next meeting.

        3.4         A person desiring to become a member may make application to the Secretary, in             writing, accompanied by one year’s subscription, 14 days before an Ordinary meeting.             Such application shall be deemed a nomination, once duly proposed and seconded in             accordance with Clause 3.3, and the candidates shall be balloted for at the next meeting.

            3.5       Three (3) negative ballots shall defeat an application for membership by a candidate                                applying under Clause 3.3 or 3.4.

3.6       Candidates may be balloted for en bloc.  In the event of three (3) negative ballots during an             en bloc ballot, the President shall order a separate ballot for each candidate. 

            3.7       Rejected candidates cannot again be proposed for a period of at least twelve (12)                                 months.

            3.8       All monies to be returned to rejected candidates.

4. OFFICERS

           4.1        The Officers of the Society shall be as follows:-

                      4.1(a)     President.

                      4.1(b)     Vice President.

                      4.1(c)     Secretary.

                      4.1(d)     Treasurer.

                      4.1(e)     Exchange Superintendent.

                      4.1(f)      Librarian.

4.2              The Committee of the Society shall consist of 6 members, who shall be the Officers of the Society. 

            4.3       The Committee shall have the sole power of interpreting the rules and may make
                        By-laws in conformity with those rules. 

            4.4       The President may choose to form an Executive Committee, to consist of three (3)                                 members, including one (1) junior member.  The immediate Past President may be an ex                         officio member of the Executive Committee. 

5. ELECTION OF OFFICERS 

            5.1       Officers of the Society shall be elected on an annual basis.

            5.2       The Officers of the Society shall be elected during the Annual General Meeting and                                shall hold office for the ensuing 12 months (i.e. from handover during  that June meeting to                         handover the following June), with the exception of the  Exchange Superintendent (see                         Clause 5.7).                                  

            5.3       Nominations for the various offices shall take place during the May Ordinary                                          Meeting. 

            5.4       An absentee may be nominated on the assurance of the nominator that the nominee will                               stand for the position.  Nomination of an absentee is to be confirmed in writing   by the                         nominee and addressed to the Secretary before the May Ordinary Meeting

            5.5       Returning officers are eligible for re-election, with the exception of the President, but                              may renominate at a future date (see Clause 5.6). 

            5.6       The President may hold office for a maximum of two consecutive years.

            5.7       The office of Exchange Superintendent is to run from the first monthly meeting in July until                         after the holding of elections during the following Annual General Meeting (i.e. from July to                         the following June, inclusive).                                 

            5.8       Election of a Deceased Members’ Committee shall be via nomination and election at the next                         Ordinary Meeting following request for such a committee (see Clause 22).

 

6. DUTIES OF OFFICERS    

            6.1       The President shall preside over all meetings of the Society and Committee and at all times                               have precedence

            6.2       The Vice President shall preside at meetings in the absence of the President.

            6.3       The Secretary shall:

                       6.3(a)    Conduct the correspondence.

                       6.3(b)    Keep minutes of all meetings and proceedings.

                       6.3(c)    Produce and read at meetings all correspondence.

                       6.3(d)    Reply to any urgent matter dealt with by the Secretary.

                       6.3(e)    Receive all applications for membership.

                       6.3(f)     Submit to the Treasurer all monies received.

            6.4       The Treasurer shall:-

                       6.4(a)    Have charge of all the funds of the Society. 

                       6.4(b)    Receive subscriptions.

                       6.4(c)    Arrange for the payment of all accounts due by the Society, once these have                              been passed by the Committee.

                       6.4(d)    Prepare and present the Annual Report and Balance Sheet, duly audited. 

                       6.4(e)    Shall bank within one month of receipt, all monies received by the Secretary.

            6.5       The Exchange Superintendent shall be responsible to the members to account properly                          for items sold and bought through the Exchange System and shall make recommendations                          to the Committee from time to time on the conduct of the System.The Society shall receive                          10% of the value of material sold.

            6.6       The Librarian shall:-

                        6.6(a)   Keep a complete and up to date record of volumes, periodicals etc., which are                                      the property of the Society, and shall enter therein any additions received by the                                     Society. 

                        6.6(b)   Keep a register of all issues and returns of Library items.

7. MEETINGS

            The business of the Society shall be conducted in the following order:-

            7.1 ORDINARY MEETINGS

                        7.1(a) President declares the meeting open.

                        7.1(b) Welcome to visitors.

                        7.1(c) Nomination of and/or voting on new members.

                        7.1(d) Reports.

                        7.1(e) Correspondence.

                        7.1(f) Reception of correspondence.

                        7.1(g) Endorsement of correspondence.

                        7.1(h) Financial Statement.

                        7.1(i) Acceptance of Financial Statement.

                        7.1(j) General Business.

                        7.1(k) President declares the meeting closed.

            7.2 COMMITTEE MEETINGS

                        7.2(a) President declares the meeting open.

                        7.2(b) Minutes of last meeting to be read.

                        7.2(c) Confirmation of Minutes.

                        7.2(d) Business arising out of Minutes.

                        7.2(e) Correspondence.

                        7.2(f) President declares the meeting closed.

            7.3 ANNUAL GENERAL MEETINGS

                        7.3(a) President declares the meeting open.

                        7.3(b) Minutes of previous AGM to be read, confirmed and accepted.

                        7.3(c) President’s address.

                        7.3(d) Presentation of Annual Report.

                        7.3(e) Endorsement of Annual Report.

                        7.3(f) Presentation of Officers’ Reports.

                        7.3(g) Endorsement of Officers’ Reports.

                        7.3(h) Presentation of Balance Sheet.

                        7.3(i) Endorsement of Balance Sheet.

                        7.3(j) Election of Officer Bearers and appointment of Auditor.

                        7.3(k) Any other business of which due notice has been given.

                        7.3(l) President declares the meeting closed.

 

8. QUORUM

            At all meetings, a quorum shall be:-

            8.1(a) For Ordinary meetings, seven (7) members.

            8.1(b) For Committee meetings, four (4) members.

            8.1(c) For Special Meetings, eleven (11) members.

            8.1(d) For Annual General Meetings, eleven (11) members.

 

9. AUDITOR

            An Auditor shall be appointed at each Annual General Meeting to audit the accounts for the                          ensuing twelve months.  The Auditor, at the request of the Committee, may attend any of the                          meetings.

10. CONSTITUTION

            Each member is entitled to have one copy of this constitution.

 

11. AMENDMENT OF CONSTITUTION

            11.1     Any proposed amendment of the rules or constitution shall be proposed and seconded  in                            writing by two members and handed to the Secretary, in time for it to be submitted at an                         Ordinary Meeting.  At this meeting the proposed amendments will be recorded in the minutes                         of the meeting and the Secretary will arrange to notify all members, providing 21 days notice                          in writing of the proposed amendment. 

            11.2     Subject to such notice having been given, the proposed amendment may so be dealt with                         and shall become operative only if passed by at three quarters majority of votes of the                              Members present and entitled to vote at an Ordinary Meeting of the Club held for the                                purpose on such occasion.  No repeal of existing rules and no new rule or  alteration,                                amendment, addition or suspension of a rule shall be valid unless a motion thereof be                                 carried by at least a three quarters majority of votes of the members present and entitled                             to vote at an Ordinary Meeting of the Club held for this purpose on such occasion.

12. COMMON SEAL

            The Common Seal of the Society shall be in the custody of the Secretary and shall be affixed                  to any document only pursuant to a resolution of the Committee.  The President and the                  Secretary shall witness the affixation of the seal.

 

13. LIBRARY

            A library of Philatelic Literature shall be maintained from which members are entitled to                          borrow one volume or up to three periodicals at any one time.  Library opens each meeting                          evening (2nd Tuesday in each month).  Period of issue, one month.

 

14. FINANCE

            14.1     All monies shall be banked in the name of the Society and in such bank or banks as                               the Committee may decide from time to time. 

            14.2     Each withdrawal from the Society’s funds shall be signed by the President,                                             Treasurer and   Secretary, or any one of them.

            14.3     The Committee shall determine all questions relating to the expenditure of the                                         Society’s monies.

 

15. INCOME & PROPERTY 

            The income and property of the Society, howsoever derived, shall be applied solely towards      the             promotion of its objects as set forth in this Constitution. No portion thereof shall be paid            or             transferred, directly or indirectly, by way of divide, bonus or otherwise to its members, provided that             nothing herein shall prevent the payment or remuneration in good faith to any      officer or servant of             the Society for services actively rendered to the Society.

 

16. SUBSCRIPTIONS

            16.1     The subscriptions for members shall be determined by the Committee and be payable                            in advance.

            16.2     The year shall commence on the first day of July and any member whose                                               subscription has not been paid within three months after that date shall be liable, at                                 the discretion of the Committee, to be struck off the roll.

            16.3     Only financial senior members shall have the right to vote on any subject. 

 

17. VISITORS

            Any member of the Society may introduce a visitor at any Ordinary meeting of the Society.

 

18. CONDUCT OF MEMBERS.

            In case the conduct of any member shall, in the opinion of the committee, be injurious to the                          character of the Society, or opposed to the Objects for which it is constituted, the Committee              may, by a two-thirds majority, call upon such member to resign, or, should they deem it                          more fitting, shall erase the member’s name from the Roll of Membership.  Any member so                          expelled shall have the right to appeal to a Special Meeting of the Society, provided that two                          members in the requisition to the Secretary to call such meeting support the appeal.

 

19. FORMER MEMBERS

            19.1     No member, on ceasing their connection with the Society, shall be entitled to, or                                    have any claim upon, any portion whatsoever of the property of the Society.     

            19.2     At least one month’s clear notice must be given by any member wishing to resign.

            19.3     All stamps taken by a resigning member from the Society’s circuit books must be                                   paid for on demand of the Exchange Superintendent.

 

20. CIRCUIT BOOKS

            Members must inform the Secretary and Exchange Superintendent of any change of address      or             absence from home at the earliest possible date, but will be responsible for all circuit books sent to             the address on the Society’s register (or postal list) when the book starts on circuit.  If proper                         notice has been given, the Exchange Superintendent is always to use their  best endeavours to                         have any address altered and books diverted accordingly.

 

21. DISSOLUTION OF SOCIETY   

            The Society may be dissolved or wound up by a resolution at any General or Special     General             Meeting called for the purpose.  A vote of seventy-five percent (75%) of those present and voting             shall be required for the passing of any such dissolution resolution.  If  upon the dissolution or                         winding up of the Society there remains after the satisfaction of all  its debts and liabilities any                         property whatsoever, same shall not be paid to or distributed among the members of the Society, but             shall be given or transferred to the Western  Australian Philatelic Council Inc.

 

22. DECEASED MEMBERS’ COMMITTEE.

            A Committee of three (3), to be called the Deceased Members’ Committee, shall be formed, for the             purpose of advising on disposal of deceased members’ collections, and, if so requested, the actual             disposal of those collections.  This service shall be provided free of all charges by that                                     Committee.  The appointment of the members of this Committee, who shall not, directly or indirectly,              have any pecuniary interest in the disposal of such collections placed under their care, shall be             provided in the rule governing the election of officers.  The  Committee is to table the reconciliation of             disposal at the next Annual General Meeting.

 

23. SMOKING

            Smoking during competitions, displays or any meetings is absolutely forbidden. 

 

24. HONORARY LIFE MEMBERS

            The Committee may nominate Honorary Life Members in consideration of special services                          rendered to the Society. Each such nomination is to be submitted at the April meeting of the                          Society and the election shall be by a seventy-five percent (75%) majority of the members                          voting at the Annual General Meeting.  Honorary Life Membership positions are not to                          exceed twenty-five percent (25%) of total memberships.