Constitution
7th May
2018 Version 4
1.1 Name
The society shall be known as ‘The
City of Preston Philatelic Society’, abbreviated to ‘COPPS’. The Society was
founded on 4th November 1936.
1.2 Objectives
The Society’s objectives are the
promotion of all aspects of philately, and its associated science and art,
together with the facilitation of discussion and the interchange of philatelic
knowledge.
2 Members
2.1 The Society’s members shall be
individuals who have been proposed by two existing members (of at least one
year’s standing) and accepted by the committee. Members will pay an annual
subscription, which will become payable at the end of the Annual General
Meeting each year. Membership will be deemed to have lapsed if the subscription
is not paid within three months.
2.2 Junior members shall be below the
age of 18 years and pay half of an adult subscription.
2.3 Honorary membership shall be
bestowed on persons (not necessarily members of the society) who are held in
such high esteem that the Society has elected to confer upon them the full
rights and privileges of honorary membership. Honorary members will not pay an
annual subscription.
2.4 Visitors are welcome to any
meeting of the Society, signing in the attendance book in the appropriate
place.
2.5 Annual Subscriptions shall be
determined by the membership at the Annual General Meeting.
2.6 Membership may be terminated by
the committee if a member is deemed to have done something contrary to the
objectives and ethos of the Society.
3 Committee and Officers
3.1 The Officers are elected at the
AGM. If an Officer is unable to complete their term of office, the committee
has the power to nominate a member of the Society to replace them. The
committee can co-opt up to three additional members at any time for any
purpose.
3.2 The elected Officers will be;
3.2.1 President
The President is elected, agreeing to
serve in such a position as a member of the committee.
·
To arbitrate in any disputes within
the society.
·
To ensure that officials of the
society carry out their duties as laid down in the constitution.
·
To preside at the Annual General
Meeting for the election of officials.
3.2.2 Vice President
The Vice President is elected,
agreeing to serve in such a position as a member of the committee, and to carry
out the duties of the president in their absence.
3.2.3 Chairperson
·
The Chairperson’s role is to ensure
that meetings of the Society function properly, with full participation at
meetings, that all relevant matters are discussed and that effective decisions
are made and carried out.
·
Ensure the committee functions
properly
- To plan and run meetings in accordance with the constitution.
- To ensure matters are dealt with in an orderly, efficient manner.
- To bring impartiality and objectivity to meetings and decision
making.
- To facilitate change and address conflict within the committee.
- The chairperson does not have a vote at Annual General Meetings
(AGM), committee meeting, and Special General Meetings. But if there is an
equal number of votes on each side has the casting (deciding) vote at all
such meetings
- To sign minutes once they have been approved.
- To ensure that committee members and Society members have carried
out action(s) agreed.
·
Represent the Society
- To communicate effectively the vision and purpose of the Society.
- To advocate for and represent the Society at external meetings and
events.
- To be aware of current issues that may affect the Society.
3.2.4 The Vice Chairperson
The Vice Chairperson’s role is to
ensure continuity within the Society, acting for the Chairperson in their
absence, and may undertake assignments at the request of the Chairperson.
3.3.5 The Secretary
The Secretary’s role is to ensure
responsible administration;
·
To prepare agendas in consultation
with the chairperson.
·
To circulate the agenda and minutes
of the annual general meeting (AGM) and any special or extraordinary general
meetings, and any supporting papers in good time. (See 5.3)
·
To receive agenda items from society
members.
·
To minute committee meetings and
circulate minutes to all committee members.
·
To ensure that the chairperson signs
the minutes once they have been approved.
·
To check that committee members and
Society members have carried out action(s) agreed.
·
To ensure up to date records are kept
of committee membership.
·
When necessary to deal with all
urgent matters between Society and committee meetings.
·
To make arrangements for Meetings.
·
To plan the annual programme for the
Society, arranging visits and speakers, as well as communicating with other
local and national philatelic societies.
·
To ensure arrangements for meetings
are met (booking the room, and where necessary arranging for equipment and
refreshments).
3.3.6 Treasurer
The Treasure’s role is;
·
To collect and record membership
subscriptions.
·
To collect and record any other
monies due to the Society.
·
To oversee and present budgets,
accounts and financial statements.
·
To ensure that proper accounting
procedures and controls are in place.
·
To ensure that any recommendations of
the examiner are implemented.
·
Bank accounts will be maintained on
behalf of the Society at a bank agreed by the committee
·
There will be at least three
signatories to the accounts (so that there are always two available to
authorise payments)
·
each transaction will require two
signatures
·
an annual examined statement of
accounts will be presented to the Annual General Meeting (AGM)
· All monies raised by the Society will be spent solely on the objectives laid out in the constitution
4 The Non-elected Officers will be;
4.1 Competition Secretary
The Competition Secretary role is
responsible for all secretarial work for all aspects of the competition.
·
The competition secretary should
arrange for the proper display of competition entries.
·
The competition secretary must ensure
that the Official Results contain the correct information and are recorded for
the awarding of Trophies.
4.2 Auction Secretary
The Auction Secretary is responsible
for the arrangement and running of Society auctions;
·
To act as auctioneer or appoint an
auctioneer at Society auctions.
·
To be responsible for all secretarial
work for all aspects of Society auctions.
·
To ensure that the maximum number of
lots permissible per member, 40, is adhered to.
·
To ensure that lots are properly
displayed and numbered.
·
To ensure that the auction results contain
the correct information and are recorded.
·
To ensure correct payment of vendors,
less the Society’s percentage, 10%.
4.3 Fairs Organiser
The Fairs Organiser is responsible
for the arrangement and running of Society fairs;
·
To plan the fair for the Society, to
book the hall 12 months in advance
·
To plan an arrangement of stalls,
contact potential stall holders (dealers) to advertise stall space.
·
To confirm the attendance of dealers
and collect deposits from them some 9-10 months in advance.
·
To arrange the printing of
advertising flyers 6 months in advance.
·
To arrange the advertising of the
fair through various websites 4 months in advance.
·
To arrange for a caterer well in
advance, confirming the caterer’s attendance and liaising with the caterer up
to and on the day of the fair.
·
To arrange the opening of the hall
early on the day of the fair.
·
To arrange the erection of
advertising/direction banners on the day of the fair.
·
To arrange the positioning of the
stall tables and ensure that stall holders are in their correct positions.
·
To collect all monies from dealers,
giving receipts from the duplicate book held by the treasurer. At the same time
receiving from them feedback of the day’s business and soliciting their future
attendance.
·
To transfer all cash and cheques to
the Treasurer for Banking, together with a list of dealers and monies received,
which will allow the treasurer to prepare a profit/loss account.
4.4 Schools Project Leader
The Schools Project Leader is
responsible for the arrangement and running of the Society’s outreach project
to schools.
4.5 Packet Secretary
A packet circulation of philatelic
material is managed by the Northwestern Federation of Philatelic Societies.
4.6 Independent Examiner
The AGM will appoint an independent
examiner for the coming financial year.
5 Administration, AGM and other
meetings
5.1 The Annual General Meeting of the
society will be held not later than the March of the following year
5.2 The business of the Society will
be conducted by the Officers of the Society and such ordinary members as
necessary who together will be designated as the ‘Committee’.
5.3 The agenda for the annual general
meeting (AGM) will be circulated at least 28 days prior to the meeting. i.e.
two meetings prior to the AGM
5.4 Committee meetings may be called
up to 4 times a year, with the agreement of at least two members of the
committee, and committee members must receive 14 days’ notice of a committee
meeting.
5.5 A quorum for a committee meeting
will be 4 members of the committee.
5.6 A Special General Meeting (SGM)
can be called upon receipt of a request for a Special General Meeting (SGM) by
the secretary. Such a request must be in writing and signed by at least 6
members of the Society. A Special General Meeting (SGM) must be held within 28
days of receipt of a request, and members must receive 14 days’ notice of a
Special General Meeting (SGM).
6 Matters Arising
Any business matter which members may
wish to bring forwards shall be sent to the secretary in writing or e-mail and
shall be dealt with at the next Society or committee meeting.
7 Rules of procedure
It is the aim of the Society to make
many decisions by consensus, but where this is impracticable, or consensus
cannot be reached, a vote may be necessary. A simple majority is required, but
if there is an equal number of votes on each side, the chairperson, who does
not have a vote at Annual General Meetings (AGM), committee meeting, and
Special General Meetings, has the casting (deciding) vote at all such meetings
8 Changes to the constitution
Changes to the constitution will
require a two thirds majority vote of the members present at the annual general
meeting (AGM) or special general meeting (SGM). Notice of such changes must be
sent in writing or e-mail to reach the Secretary at least 28 days prior to the
AGM.
9 Dissolution
9.1 Any decision to dissolve the
Society can only be taken at a special general meeting (SGM) called expressly
for this purpose. At least 28 days’ notice must be given to all members who
have paid their subscriptions for at least the last two years. Any such
resolution must be passed by at least a two thirds majority of those members in
attendance.
9.2 If the resolution in 9.1 is
passed at the special general meeting (SGM), the Roger Blackburn collection,
belonging to the Society, shall pass to the Lancashire County Archive, on
condition that it shall be freely available to the public at the Archives and
other museums, exhibitions, etc. All other assets will pass to the North
Western Federation of Philatelic Societies or its successor.
10. General Rules for all Philatelic
Competitions within the City of Preston Philatelic Society.
10.1 All competitions are open to all
members of the society.
10.2 A winning entry from a previous
year cannot be entered in the next two years’ competitions
10.3 Marking for each competition is
to follow the marking rules of the North Western Federation of Philatelic
Societies unless otherwise stated.
10.4 All entries are to be of a
Philatelic subject unless the rules of the competition state otherwise.
10.5 Each trophy is to be held for
one year.
10.6 Members are responsible for the
security of their entries.
10.7 The competition secretary to be
sole judge or arbiter of all disputes related to these rules.
10.8 Members may submit more than one
entry for any competitions.
10.9 A competition may be cancelled
by the competition secretary due to lack of interest.
10.10 If there are less than three
entries the competition may be cancelled.
10.11 It is normal not to give scores
below 50%.
10.12 Marking of competitions to be
recorded on forms provided by the competition secretary and returned to the
competition secretary.
10.13 Members must not vote for their
own entries in any competition.
11 Roger Blackburn Cup
11.1 Each entry to consist of six
sheets based on the members interests and collection, and cover any subject
related to philately.
11.2 Judging is by ballot of all
members attending the meeting. Each member is allowed one vote, which cannot be
cast for their own entry.
11.3 The vote for the number allotted
by the competition secretary to the entry is to be marked on an individual
blank slip provided by the competition secretary.
11.4 Factors to be considered when
choosing to vote for an entry.
12 Ashton/Presidents Cup
12.1 Each entry to consist of one
sheet, the subject of which shall be a letter of the alphabet, A to Z, which is
changed every year, details being given in the programme for each year.
12.2 Each entry may be supported by a
short introduction of not more than two minutes by the entrant or the entrants
proxy.
12.3 Judging is by ballot of all
members attending the meeting. Each member is allowed one vote, which cannot be
cast for their own entry.
12.4 The vote for the number allotted
by the competition secretary to the entry is to be marked on an individual
blank slip provided by the competition secretary.
12.5 Factors to be considered when
choosing to vote for an entry.
13 Society Cup
13.1 Each entry to consist of sixteen
sheets, the first sheet of which shall contain an introduction and plan.
13.2 Each entry may cover any field
of philately excepting postal history (see Spencer Trophy) and thematic
philately (see Cusack Cup).
13.3 The competition should be judged
by representatives of an outside Society chosen by the competition secretary.
If this is not possible the competition secretary may appoint judges from
members attending the meeting who have not entered the competition.
13.4 Marking to be entered on a
marking sheet, similar to that below, supplied by the competition secretary.
13.5 If 13.3 and 13.4 above are not
possible, then the entries may be judged by ballot of all members attending the
meeting. Each member is allowed one vote, which cannot be cast for their own
entry.
13.6 The vote for the number allotted
by the competition secretary to the entry is to be marked on an individual
blank slip provided by the competition secretary.
13.7 Factors to be considered when
choosing to vote for an entry.
14 Gregson Cup
14.1 Each entry to consist of ten or
less sheets, the subject of which will be chosen by the competition secretary
and published in the program for the coming year.
14.2 Judging is by ballot of all
members attending the meeting. Each member is allowed one vote, which cannot be
cast for their own entry.
14.3 The vote for the number allotted
by the competition secretary to the entry is to be marked on an individual
blank slip provided by the competition secretary.
14.4 Factors to be considered when
choosing to vote for an entry.
15 Alan Spencer Trophy
15.1 Each entry to consist of nine
sheets.
15.2 Each entry must cover some field
of postal history.
15.3 The competition to be held on
the same night as the Society Cup.
15.4 The competition should be judged
by representatives of an outside Society chosen by the competition secretary.
If this is not possible the competition secretary may appoint judges from
members attending the meeting who have not entered the competition.
15.5 Marking to be entered on a
marking sheet, similar to that below, supplied by the competition secretary.
15.6 If 15.4 and 15.5 above are not
possible, then the entries may be judged by ballot of all members attending the
meeting. Each member is allowed one vote, which cannot be cast for their own
entry.
15.7 The vote for the number allotted
by the competition secretary to the entry is to be marked on an individual
blank slip provided by the competition secretary.
15.8 Factors to be considered when
choosing to vote for an entry.
16 Cusack Cup
16.1 Each entry to consist of nine
sheets.
16.2 Each entry must cover some field
of thematic philately.
16.3 The competition should be judged
by all members attending the meeting who have not entered the competition.
16.4 Marking to be entered on a
marking sheet, similar to that below, supplied by the competition secretary.
16.5 If 16.3 and 16.4 above are not
possible, then the entries may be judged by ballot of all members attending the
meeting. Each member is allowed one vote, which cannot be cast for their own
entry.
16.6 The vote for the number allotted
by the competition secretary to the entry is to be marked on an individual
blank slip provided by the competition secretary.
16.7 Factors to be considered when
choosing to vote for an entry.
17 Other items
Items not covered by these rules will
be determined by the committee.
These rules and the Constitution of
the City of Preston Philatelic Society were drawn up and approved at a Society
meeting held Tuesday 4th October 1977, and amended on:
·
31st May
1979
·
25th June
1981
·
29th October
1981
·
1st September
1983
·
20th June
1984
·
19th June
1986
·
16th June
1988
·
13th June
1991
·
11th June
1992
·
11th June
1998
·
6th November
2008
·
7th May
2018 Version 4
