ARTICLE I -- NAME
Section 1. The name of the organization shall be the Saint Helena,
Ascension and Tristan da Cunha Philatelic Society.
Section 2. Hereafter in this document and bylaws, the organization
shall be referred to as "the Society."
ARTICLE II -- PURPOSE
Section 1. The objectives of the Society are:
1a. to promote the study and research of philatelic matter relative
to the islands of St. Helena, Ascension and Tristan da Cunha;
2a. to promote and develop the collecting of philatelic items
and materials issued by or relative to these islands;
3a. to disseminate news and knowledge relative to these islands;
4a. to foster friendship among such collectors;
5a. to foster philatelic aid and friendship with residents of
these islands;
6a. to aid the Society's membership to acquire and/or dispose
of philatelic or philatelically related items.
ARTICLE III -- MEMBERSHIP
Section 1. Membership in the Society shall be open to all interested
stamp collectors. Dealers may also become members.
Section 2. All members must abide by the Constitution and Bylaws
of the Society.
Section 3. All members shall be liable for payment of dues except
as provided in the Bylaws.
Section 4. Only active and life members in good standing shall
be permitted to vote and/or hold office.
Section 5. Members shall conduct themselves properly and ethically
at all times.
ARTICLE IV -- OFFICERS
Section 1. Elected officers shall consist of a President, Vice
President, Secretary, and Treasurer.
Section 2. The Board of Directors shall consist of all elected
and most appointed officers plus elected Board members as enumerated in
the Bylaws.
ARTICLE V -- GOVERNMENT
Section 1. The government of the Society shall be vested in the
Board of Directors.
Section 2. All elected officers and elected members of the Board
of Directors shall have two (2) year terms.
Section 3. Limitations and qualifications for terms as Officers
and Board members shall be prescribed in the Bylaws.
Section 4. Audit responsibility shall be vested in the Board
of Directors.
ARTICLE VI -- RECEIPTS
Section 1. All monies received by the Society for and from any
of its activities shall be forwarded to the Treasurer and placed in the
Society's accounts except as the Treasurer shall direct.
ARTICLE VII -- OFFICIAL PUBLICATION
Section 1. The Society's official publication shall be South Atlantic
Chronicle - The Journal of the St. Helena, Ascension and Tristan da Cunha
Philatelic Society.
ARTICLE VIII -- DISSOLUTION
Section 1. The Society shall not be dissolved except under conditions
specified in the Bylaws.
ARTICLE IX -- AMENDMENTS
Section 1. This Constitution shall not be altered except by a
simple majority of affirmative votes cast by the membership. The
number of members shall be determined by the total number of paid members
as of the first day of the month in which the ballots are mailed.
The membership shall have ninety (90) days in which to respond.
ARTICLE X -- INTENT
Section 1. This Constitution supersedes all previous rules and
regulations of the Society.
Section 2. This Constitution becomes fully effective on January
1, 1987, and represents a revision of the original Constitution (dated
January 1, 1980) that it supersedes.
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BYLAWS OF THE SAINT HELENA, ASCENSION AND TRISTAN DA CUNHA PHILATELIC
SOCIETY
ARTICLE 1 -- MEMBERSHIP
Section 1. Application for membership must be made to the Secretary
and be accompanied by the first year's dues.
Section 2. Name, address (unless Secretary has been instructed
to the contrary), and collecting interests of new members shall be published
in the next issue of the South Atlantic Chronicle. If no objection
to such member is expressed in writing to the President within thirty (30)
days of publication, the new member shall be considered as accepted.
If an objection is expressed, the Board of Directors shall investigate
and decide what action is in order.
Section 3. Five (5) classes of membership shall exist as follows:
A. Active Member is one who pays dues and has rights of voting,
participating in all departments and activities of the Society, as well
as holding office.
B. Contributing Member is an active member who makes a monetary
contribution to the Society in excess of the prescribed dues. On
the annual membership list contributing members are so designated.
C. Honorary Members are those persons who, in general, are not
philatelists but have rendered service to the Society. Any member
may nominate such an individual for approval by the Board of Directors.
Honorary members shall be so designated on the membership list. They
have all the rights and privileges except for voting and holding office.
Honorary memberships must be renewed each year by action of the Board of
Directors.
D. Complimentary Memberships shall be granted by the Board of
Directors at the recommendation of the President or Editor to any person
or organization deserving of complimentary copies of the Chronicle and/or
other publications. No rights pertain to this class of membership.
The Board of Directors shall annually review the list of Complimentary
Memberships.
E. Life Members are persons who are over twenty-one (21) years
of age and who pay the Life Membership fee of twenty (20) times the current
annual dues. Payment of the Life Membership fee may be made in one
payment or in three, interest-free, equal, consecutive, monthly installments.
Active member status is granted for the member's natural life.
ARTICLE II -- POWERS AND DUTIES OF OFFICERS
Section 1. General Statement
A. When the Society's membership numbers 50 or fewer active and
life members, the officers shall be a President, Secretary, and Treasurer,
and at least three members on the Board of Directors.
B. When the Society's membership numbers 51 or more active and
life members, the officers shall be a President, Vice President, Secretary
and Treasurer, and at least four members on the Board of Directors.
Section 2. Office of the President
A. As Principal Executive Officer, the President shall enforce
the Constitution and Bylaws of the Society.
B. The President shall appoint and have general supervision over
the Chronicle Editor and additional administrative officers not provided
in the Constitution and Bylaws as well as members of special committees
deemed necessary for the proper functioning of the Society.
C. The President shall call and preside at all meetings of the
Society.
D. The President shall be the presiding officer of the Secretary
to the Board of Directors.
E. The President shall have the power to fill vacancies among
the officers of the Board caused by death or resignation from the active
membership for the unexpired period of the position in question.
F. The President shall keep the membership informed of all activities
of the Society and matters of general interest by means of reports published
in the Chronicle.
G. The President shall prepare the annual budget in consultation
with the appropriate officers and for submission for approval to the Board
of Directors.
H. The President shall perform all other duties incident to that
office.
Section 3. Office of the Vice President
A. The Vice President shall advise and assist the President.
B. The Vice President shall, in the absence, extended illness,
or death of the President, assume all the duties and powers of the President.
C. The Vice President shall conduct publicity campaigns, secure
publicity at stamp shows and conventions, and in all ways possible promote
the Society.
D. The Vice President shall officially welcome new members into
the Society.
E. The Vice President shall serve as a member of the Board of
Directors.
Section 4. Office of the Secretary
A. The Secretary shall keep an accurate and up-to-date membership
file.
B. The Secretary shall provide the Chronicle Editor with updates
on new members, deletions, and corrections prior to each edition of the
Chronicle.
C. The Secretary on receiving membership forms from the Treasurer
shall assign a membership number, set up records, and issue a membership
card which is forwarded to the Vice President.
D. The Secretary shall send delinquent dues notices.
E. The Secretary shall serve as a member of the Board of Directors.
Section 5. Office of the Treasurer
A. The Treasurer shall be the only person authorized to maintain
banking facilities in the Society's name. He or she shall write all
checks, but the President also shall be an authorized signator in the case
of emergency. The President shall have the authority to appoint another
officer to be an authorized signator in his stead.
B. The Treasurer may delegate banking responsibilities in order
to promote the efficient operation of funds. This may be done only
with the approval of the Board of Directors.
C. The Treasurer or his/her agent shall receive all new membership
forms, deposit dues, and forward forms to the Secretary.
D. The Treasurer shall provide funds to all Officers and Directors
as provided in the Bylaws and Budget.
E. The Treasurer's records shall be audited annually.
F. The Treasurer shall send the President an annual statement
of the Society's financial standing. The next issue of the Chronicle
shall print the accepted report.
G. The Treasurer shall serve as a member of the Board of Directors.
Section 6. Board of Directors
A. The Board of Directors shall be the principal administrative
body of the Society and be composed of the current elected officers, Chronicle
Editor, Immediate Past President, and three or four members at large so
that the total number on the Board shall be an uneven number.
B. The Board of Directors shall establish all Society policy
except for those issues which the Board shall decide to present to the
membership as a whole for a vote. The Board shall arbitrate disputes
and be the final judge on membership problems.
C. Each member of the Board of Directors shall be entitled to
one (1) vote.
D. A simple majority vote shall be necessary for any decision
by the Board of Directors.
E. The Board of Directors shall have the power to require the
election of a new Treasurer or any other officer who is not discharging
the required duties of his/her office.
F. The President serves as the presiding officer of the Secretary
to the Board of Directors.
ARTICLE III -- QUALIFICATIONS FOR OFFICE
Section 1. To be eligible for an elected office, an active member
must have been in good standing for two (2) years prior to election date.
Section 2. To be eligible for the office of President, a member
must have served as an elected officer or in an appointive office of the
Society.
Section 3. Members being nominated must accept the nomination
in writing before the ballot is printed.
ARTICLE IV -- ELECTIONS
Section 1. Electon of Officers shall be held every two (2) years
and shall take place in the last quarter of each odd numbered year.
The ballots shall be distributed to active members and life members with
the last Chronicle of the year and returned to the Secretary before December
15. The Secretary will tally the votes and report the outcome to
the Board of Directors.
Section 2. Elected officers shall take office on January 1.
Section 3. Terms of all officers shall be two (2) years.
Section 4. No elected officer shall hold the same office for
more than two (2) consecutive terms with the exception of the Treasurer
and Secretary whose consecutivities are unlimited.
Section 5. No officer shall hold more than one (1) elective office
simultaneously.
Section 6. The President shall in the second Chronicle of odd
numbered years call for volunteers to offer themselves to the Board of
Directors as candidates for the various offices.
A. Should an insufficient number of candidates be secured in
this manner, the Board of Directors shall nominate candidates.
B. The Board of Directors shall by September 15 of odd numbered
years present to the membership via the Chronicle a slate of candidates
for each office and five (5) or more candidates for the Board of Directors.
C. The Board of Directors shall have the power to delegate the
nominating duty to a committee.
ARTICLE V -- DUES
Section 1. The annual dues shall be established by the Board of
Directors, shall be based on anticipated Society expenses, and shall be
published in the Chronicle.
Section 2. Dues are payable following issuance of the third quarter
Chronicle and are delinquent on the following January 1.
Section 3. Applicants joining after October 1 shall be offered
the option of applying the dues to the year in progress or to the following
year.
ARTICLE VI -- OFFICIAL PUBLICATION
Section 1. The official publication shall be in the form of a
Journal and shall be entitled South Atlantic Chronicle - The Journal of
the St. Helena, Ascension and Tristan da Cunha Philatelic Society.
Section 2. The Chronicle shall be published in accordance with
a schedule established by the Board of Directors.
Section 3. The Editor shall be appointed by the President with
the approval of the Board of Directors.
Section 4. The Editor shall be a member of the Board of Directors
with full voting rights.
Section 5. The Editor shall have the sole right to accept, modify,
or reject any and all articles or advertisements submitted by members or
non-members. The Editor shall publish reports received from Society
officers and committees.
Section 6. Any by-line article or advertisement appearing in
the Chronicle represents the opinion of the author and not that of the
Society or Editor.
Section 7. A schedule of advertising rates shall be established
by the Editor with the approval of the Board of Directors.
Section 8. The Editor shall pay no fees for articles to be published
except with approval of the Board of Directors.
Section 9. The Editor shall be responsible for the distribution
of the Chronicle to all paid, honorary, life and complimentary members.
Section 10. Written permission of the Editor must be obtained
for any reproduction of material appearing in the Chronicle.
Section 11. In general, all funds received by the Editor shall
be forwarded to the Treasurer. The Editor will operate from a fund
provided by the Treasurer.
Section 12. The Editor may enter into publication exchange agreements
with editors of other philatelic publications. Such publications
received in exchange shall be deposited in the Society's Library.
ARTICLE VII -- OTHER APPOINTIVE POSITIONS
Section 1. The President, with the approval of the Board of Directors,
shall have the power to appoint Directors for special Society activities
and newly formed departments. The President shall develop with each
such appointee a budget and procedures for carrying through all necessary
duties of such a department.
Section 2. Each Department Director shall deposit any revenue
with the Treasurer and shall operate from a petty cash fund provided by
the Treasurer.
Section 3. App appointive officers have no fixed term of office
but may serve as voting members of the Board of Directors.
ARTICLE VIII -- DISSOLUTION
Section 1. The Society shall NOT be dissolved as long as twenty-five
(25) active and life members desire its continuance.
Section 2. In the event the Society is dissolved, all assets
including property and cash shall be donated or distributed in whole or
in part to the specialized society representing the nearest field of interest
or to the American Philatelic Society.
ARTICLE IX -- RESIGNATIONS
Section 1. An elected or appointed officer who finds it necessary
may resign the office by submitting a written resignation to the President.
The President may resign by submitting a resignation to the Board of Directors.
Section 2. The President, with the approval of the Board of Directors,
upon the resignation of an elected officer shall appoint a replacement
officer to fill the unexpired term.
Section 3. Members who resign from the Society by submitting
a written resignation to the Secretary before their dues are delinquent
need not pay an admission fee should they later rejoin the Society.
ARTICLE X -- BANISHMENT AND LOSS OF MEMBERSHIP
Section 1. Any officer, elected or appointed, may be removed from
office by a single majority vote of the Board of Directors.
Section 2. Members shall be dropped from membership in the Society
for non-payment of dues as of January 1.
Section 3. Any member shall be banished from the Society when
and if PROVEN to the satisfaction of the Board of Directors that the member
concerned has engaged in activities detrimental to the name or interests
of the Society and/or its members.
Section 4. No officer of the Society shall use his or her Society
office for personal, monetary profit. All such reported actions will
be investigated by the Board of Directors with banishment as the ultimate
penalty.
Section 5. A report of officers removed, members dropped, and
members banished from the Society will be published in the Chronicle.
ARTICLE XI -- AMENDMENT
Section 1. The Bylaws shall not be altered or amended EXCEPT by
a three-fourths (3/4) vote of the Board of Directors to do so.
Section 2. The proposed change shall be presented to the membership
in the edition of the Chronicle following the decision by the Board of
Directors.
Section 3. The proposed change shall become effective ninety
(90) days after its publication in the Chronicle unless twenty-six (26)
per cent of the full membership voice objection in writing to the President.
Section 4. No Bylaws may be enacted which conflict with the Constitution.
ARTICLE XII -- INTENT
Section 1. These Bylaws supersede any and all previous rules
and regulations of the Society.
ARTICLE XIV -- IMPLEMENTATION
Section 1. This Constitution and set of Bylaws, duly revised
and approved in 1985-6, shall become fully operational on October 1, 2008,
superseding the Constitution and Bylaws of January 1, 1987.
