WPS Constitution & Bylaws

Constitution

Article I

Name and Purposes

Section 1. The name of this Club shall be the “Wilmington Philatelic Society.”

Section 2. The goals of the Club are to: promote interest in philately to the general public: collect, exchange, and disseminate philatelic information and materials for the personal knowledge and collecting benefits of its members; and cultivate a fraternal relationship among its members.

Article II

Membership

Section 1. Any person interested in philately may be admitted to membership in the Club as provided in and subject to the Bylaws.

Section 2. Any person who applied for and is duly admitted to membership in the Club shall be deemed to have accepted the Constitution and Bylaws and shall be bound by them and any amendments thereto.

Section 3. Any former member who has resigned or otherwise become disassociated from this Club shall thereafter have no claim upon the assets of the Club. 

Article III

Officers and Directors

Section 1. The Officers of this Club shall be President, Vice-President, Secretary, and Treasurer. No two offices shall be held concurrently by the same person.

Section 2. The business and activities of this Club shall be generally managed and controlled by a Board of Directors. The Directors shall be the above Officers, a Director at Large, and a Director Past President.

Section 3. The Officers and Directors shall be qualified and elected in a matter prescribed by the Bylaws. Any member in good standing may be elected as an Officer or Director.

Section 4. All Officers and Directors shall hold office for one year, or until their successors are elected or appointed as provided in the Bylaws.

Section 5. The Officers and Directors shall perform all duties prescribed by the Bylaws and by the Directors consistent with this Constitution.

Article IV

Amendments

Section 1. This Constitution may be amended by a simple majority vote of the members present at any regular or special meeting of the Club, provided that notice of any proposed amendment shall be mailed or otherwise given in writing to the members in good standing at least five days before such meeting.

Date: April 1, 1999; amended April 12, 2011; amended October 9, 2018 

Bylaws

Article I

Officers

Section 1. As provided in the Constitution, the Officers of the Club shall be President, Vice-President, Secretary, and Treasurer.

Section 2. The President shall preside at all meetings, generally supervise the administration, assets and activities of the Club, and provide for a fiscal year-end audit of the Clubs assets, receipts and disbursements.

Section 3. The Vice-President shall act in the President’s absence and provide for philatelic programs for the Club’s regular monthly meetings.

Section 4. The Secretary shall record the minutes of all meetings, preserve all necessary and useful documents, handle general correspondence, conduct annual membership renewal, and keep a correct list of members. Responsibility for the publicity needs of the Club shall also be assumed by the secretary.

Section 5. The Treasurer shall collect and record all receipts, issue and record all disbursements, maintain the club’s checking account, and present a report of all receipts and disbursements at the Annual Meeting. The books shall be audited annually.

Section 6. The Officers shall perform such other duties as may be assigned to them by the President.

Section 7. At the March monthly meeting Officers shall be nominated and elected for the following year. If only one candidate is nominated for each office the President shall forthwith declare the candidates elected. When there is more than one nominee for any office, a secret written ballot shall be used and the candidate receiving the highest number of votes shall be declared elected. The Officers shall be installed at the April monthly meeting and assume office.

Section 8. If an office becomes vacant, for any reason, the vacancy shall be filled by action of the Board of Directors with the least possible delay.

Article II

Directors

Section 1. As provided by the Constitution and in a similar manner as the Officers, a Director at Large and a Director Past President shall be nominated and elected.

Section 2. The Director at Large shall be any duly elected member not already serving as an Officer or Director.

Section 3. The Director Past President shall be any duly elected member having previously served as Club President and not already serving as an Officer or Director.

Section 4. In the event that a former Club President is not available to serve as a Director, a second Director at Large shall be elected.

Article III

Board of Directors

Section 1. As provided in the Constitution, the business of the Club shall be managed and controlled by the Board of Directors.

Section 2. The Board of Directors shall consist of the President, Vice President, Secretary, Treasurer, Director at Large, and Director Past President.

Section 3. The Chairman of the Board of Directors shall be the Club President.

Section 4. Each member of the Board of Directors shall have one vote in the conduct of Club business.

Section 5. The specific duties of the Board of Directors shall be to serve as needed. 

Section 6. The Directors shall meet as necessary.

Section 7. Any vacancy on the Board of Directors shall be filled by action of the remaining Directors for the unexpired portion of the term of the vacancy.

Article IV

Committees

Section 1. The Board of Directors shall establish such regular and special committees as may be necessary to properly handle the Club’s affairs and activities and shall designate the numbers of members of each such committee.

Section 2. The President shall have power to appoint the members and name the chairperson for each such committee and to remove members thereof, subject to the approval of the Directors.

Article V

Rules

Section 1. The Board of Directors shall have the power to: adopt, amend and repeal rules, in any manner consistent with the Constitution and Bylaws; establish and fix the term of office and duties of committees; govern the conduct and participation of members and nonmembers in meetings, auctions, trading sessions and other activities and functions of the Club; and acquire, protect and dispose of the Club’s property.

Section 2. The membership, by simple majority vote of the members present at any meeting, may amend, suspend or repeal any rule so adopted by the Directors provided that notice of any proposed change is provided to the members in good standing at least five days before the meeting. 

Article VI

Membership

Section 1. The membership year shall run from April 1 through March 31.

Section 2. Dues are due on April 1 and considered in arrears thereafter.

Section 3. Members in arrears will be considered inactive. Inactive members cannot hold office, vote, nor participate in club business including auctions.

Section 4. Any members who fails to pay personal indebtedness, other than dues, owed to the Club within thirty days after written request has been made by the Board of Directors shall be suspended from membership and shall not be reinstated until all such indebtedness is paid, or arrangement is made for the payment thereof, to the satisfaction of the Directors. Suspended members cannot hold office, vote, nor participate in club business including auctions.

Section 5. The membership of any member may be terminated for cause upon recommendation of the Directors and a three-quarters vote of the members present at the monthly meeting following such recommendations.

Section 6.  The Board of Directors may nominate any member who has distinguished his/her self through exemplary service and commitment to the Wilmington Philatelic Society for Life Membership. Nominees will be accepted by simple majority vote of the members present at any meeting. Life Members retain all privileges of membership. Life Members shall not pay dues.

Article VII

Meetings

Section 1. Regular meetings shall be held on the second Tuesday of each month unless otherwise changed by the Directors.

Section 2. The first regular meeting in April shall comprise the Annual Meeting.

Section 3. Meetings shall be held in such places as may be determined by the Directors.

Section 4. All members in good standing shall have the right to hold office, vote in elections and Club business, and participate in Club activities such as auctions stamp exchanges, and sales. Inactive and suspended members shall not be regarded in good standing.

Section 5. The parliamentary procedure at meetings of the Club and the Board of Directors shall be Roberts Rules of Order.

Article VIII

General

Section 1. The Club shall maintain national affiliation through club membership in the American Philatelic Society.

Section 2. Upon dissolution or disestablishment of the Club for any reason, all funds and other assets thereof not already encumbered shall be donated to the American Philatelic Society.

Article IX

Amendments

Section 1. These Bylaws may be amended in the same manner and by the same vote as for amendments to the Constitution as prescribed therein under Article IV, Section 1.

 

Date: April 1, 1999; amended April 12, 2011; amended April 8, 2014; amended October 9, 2018; amended June 11, 2019