Name The name of the organization
shall be the Plate Number Coil Collectors Club, hereinafter designated by the symbol PNC3.
ADOPTED AUGUST 1, 1991 - Revised June 1, 1992
Section 1. Name
The name of the organization
shall be the Plate Number Coil Collectors Club, hereinafter designated by the symbol PNC3.
Section 2. Purpose
The purposes of the club are to
promote interest and knowledge of philately among its members and the public generally in
the field of United States plate number coil stamps, through the encouragement of
philatelic research, exchange of information with other philatelic organizations and among
its own members by means of a club publication as well as regular meetings for this
purpose, and through the holding of public and private philatelic exhibitions; to study
methods of coil stamp production and distribution; to encourage the preservation and
documentation of items of postal history; to encourage, sponsor, and introduce the
educational and recreational aspects of philately among young people; to cultivate a
feeling of mutual friendship and fraternity among members; and to assist members in
acquiring and disposal of stamps by gift, purchase, or any other legitimate way.
Section 3. Nonprofit
Status
PNC3 shall not be
operated for the purpose of carrying on a trade or business for profit. No portion of the
assets or net earnings of the club shall ever be used, nor shall the PNC3 ever
be organized or operated for purposes that are not charitable, scientific, literary, or
educational, within the meaning of section 501(c)(3) of the Internal Revenue Code or
corresponding section of any future federal tax code. Upon dissolution, its assets shall
be distributed to the American Philatelic Society or other charitable 501(c)(3)
organization (as determined by plurality vote of members in good standing) for use in a
manner befitting the furtherance of the hobby of philately.
Section 4. Operation
The club shall operate in
accordance with the bylaws herein set forth, which may be supplemented with such Standing
Rules as may from time to time be determined by the Executive Board. Standing Rules shall
never conflict with these bylaws.
Section 5. Principal
Office
The principal office of the club
shall be at the address of the current Secretary of the club, or at such other location as
the Executive Board shall lawfully designate or the affairs of the club may require from
time to time.
Section 1. Eligibility
Any person willing to abide by
the Club's Code of Ethics and interested in plate number coil philately, may become a
member of PNC3, in accordance with the provisions of this article.
Section 2. Application
and Review
Applications for membership in
the club shall be in writing and in such form as the Executive Board may from time to time
either prescribe or approve. The name of each prospective member shall be published in the
club journal for review by all club members at the earliest possible date after receipt of
the application by the club Secretary. Any member objecting to the admission of a
prospective member shall make such objection known to the Membership Committee within 30
days of journal publication and the committee shall immediately convey such objection to
the notice of the Executive Board. The Membership Committee will investigate the objection
and decide by majority vote whether to recommend denial of admission to the Executive
Board. The Executive Board will then decide by majority vote whether to deny membership. A
rejected applicant may petition the Executive Board through the Secretary for
reconsideration of the decision and may submit additional pertinent information. The
decision of the Executive Board upon such reconsideration shall be final. Membership shall
be automatically granted if no objections are received in the prescribed time period. In
the event that membership is denied, dues and fees submitted with the application shall be
refunded. After all necessary investigations have been completed, and upon admission, new
members shall be assigned membership numbers seriatim.
Section 3. Classes of
Membership
Membership shall be offered in
the following categories:
a.
Individual Member. An adult member with full
voting privileges.
b.
Organizational Member. A business or other
organization may hold membership in PNC3 provided it designates an individual
as its representative. The individual so designated must qualify under all requirements
for regular membership. One vote may be cast by the designated individual in any voting
matter. Dues for organizational members shall be the same as that assessed for individual
members.
c.
Life Member. Life membership may be requested by
an individual member in good standing who has been a member for five continuous years and
who submits a fee equal to ten times the current year dues. Life members have full voting
privileges and shall pay no dues. Life Membership is designated by the addition of
"L" after the individual's membership number.
d.
Junior Member. A youth of at least 12 but not yet
18 years of age may be admitted to the club as a junior member. Junior members shall not
have voting privileges. A junior member shall be automatically qualified for individual
membership in the club in the year after attainment of his/her 18th birthday by paying the
full dues of an individual member. A Junior Membership is designated by the addition of
"J" after the individual's membership number.
Section 4. Dues and Fees
The annual dues and fees shall be
determined by the Executive Board. Dues are payable prior to the end of the calendar year
for the next calendar year. Incoming members shall pay an initiation fee and partial dues
for the balance of the year, amounts to be set by the Executive Board. A reinstatement fee
(amount set by the Executive Board) shall be required from former members desiring same.
Section 5. Termination
Membership in PNC3 is
a privilege extended to those with common interests and who agree to act in accordance
with these bylaws. Failure to do so will result in termination of membership. Removal
action may be taken for the following reasons:
a.
Removal for Cause. If any member shall be charged
in writing, addressed to the President of the club, with conduct at variance with the
Club's Code of Ethics, the President shall forthwith refer any such complaint to the
Ethics Committee. The Ethics Committee shall inform such offending party in writing,
furnishing a copy of said charge, and giving at least 30 days notice to respond in writing
to the charge. If, upon investigation, the Ethics Committee shall be satisfied with the
truth of the charge, it may recommend to the Executive Board the temporary suspension of
membership and may simultaneously recommend termination. Upon such recommendation of the
Ethics Committee, suspension and/or removal may be accomplished by the vote of at least
two-thirds of the Executive Board. The Executive Board may reconsider its decision upon
petition by the aggrieved member and presentation of additional information. The original
suspension and/or removal shall be overturned only upon at least two-thirds vote of the
Executive Board.
b.
Resignation. The resignation of a member shall
become effective 30 days after receipt by the Secretary of written notification. No refund
of membership dues will be made under this section.
c.
Non-payment of Dues. Upon delinquency, the
Treasurer shall notify the member of failure to abide by the bylaws and shall request
immediate payment. Failure to receive dues within 60 days of the due date shall result in
immediate termination of membership without further notice.
Section 6. Reinstatement
If termination from membership
has been for reasons of expulsion, resignation, or non-payment of dues, a former member
may petition for reinstatement. Such petition must be filed with the Secretary, who will
cause the publication of notice of such petition to be published in the club journal at
the earliest possible date. Such petition shall be subject to the same review by current
members as are new prospective members. A reinstatement fee, equal to the current
initiation fee, shall be submitted, along with the full current year dues. The lapsed
member's original membership number may be retained only if all dues in arrears from the
time of lapsation are paid within 2 years of date of resignation or non-payment of dues.
Otherwise a new membership number will be issued.
Section 1. Annual
Meeting
There shall be an annual meeting
of the membership held each year at a time and place to be determined by the Executive
Board. The Secretary shall cause to be published in the club journal and such other
publications as are reasonably determined, a notice of such meeting at least 30 days
before the selected date. The purpose of this meeting shall be two-fold: to allow the
Executive Board an opportunity to report to the membership and to give the general
membership the opportunity to ask questions and/or offer suggestions.
Section 2. Regional
Meetings
At such times and places as are
determined to be beneficial by the Executive Board, Regional Meetings may be held. Notices
of such meetings are to be published in the club journal. Regional Meetings shall be
conducted according to the quidelines established by the Executive Board. A report of the
attendance and proceedings of such a meeting shall be forwarded to the Regional Meetings
Committee within 30 days of the conclusion of said meeting.
Section 1. Titles
The officers of the club shall be
President, Vice-President, Secretary, and Treasurer, all elected by vote of the membership.
Section 2. Eligibility
Any member in good standing, who
is 18 years of age or over, shall be eligible to hold any office in the club or to serve
on the Executive Board as a member-at-large or on any committee. No individual shall be
elected to more than one office at the same time.
Section 3. Term of
Office
The term of office shall be two
years, beginning September 1. A person may not be elected to the same office for more than
two consecutive terms, except that all officers serving at the time of adoption of these
bylaws shall be allowed to run for only one additional term in the same office. An
officer, having vacated the office, is eligible for future election to that same office.
Section 4. Succession
In the event of a mid-term
vacancy of office, the Executive Board, by majority vote, shall appoint a qualified
individual member to fill the un-expired term, except that for the office of President,
the Vice-President shall succeed to the Presidency. Such appointment shall be accomplished
within 60 days of the vacancy.
Section 5. Removal
Any officer or member-at-large
may be removed from office for the following reasons: gross neglect of official duties, or
inability to perform official duties by reason of physical or mental incapacity; conduct
at variance with the Club's Code of Ethics. Procedures for suspension and/or removal are
as follows:
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The Executive Board shall inform, in writing, the officer or member-at-large of any complaint, and provide such officer or member-at-large a copy of the charges. Such officer or member-at-large shall have 30 days to respond in writing to the charges. After investigation, and upon two-thirds vote, the Executive Board may temporarily suspend such officer or member-at-large from his or her official duties and may simultaneously recommend removal from office; and |
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At least two-thirds affirmative vote is cast by club members voting by mail ballot within 60 days of the Executive Board recommendation to remove. Written notice of the charges and any response to the charges is to be sent with the ballot to all club members at least 30 days before the deadline for voting. |
Section 6. Duties
The officers of the club shall
have duties as follows:
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PRESIDENT: |
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Preside at all meetings of PNC3 and its Executive Board where said officer is present; sign all acts or orders necessary to carry out the will of PNC3 and Executive Board; act as the representative of PNC3 to outside persons or other organized bodies whenever necessary; be responsible for appointing committees; appoint an auditor to examine the records of the Treasurer at the conclusion of the club's fiscal year. |
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VICE-PRESIDENT: |
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Assume the duties of the President during that officer's absence, incapacity,
suspension or removal from office; perform any other duties delegated by the President. |
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SECRETARY: |
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Keep a careful and authentic record of the proceedings of the PNC3 and
Executive Board meetings; take notes at meetings so that exact wording of motions may be
furnished to other officers and/or the membership; maintain the membership rolls; provide
the President with a list of all matters to be brought up at any meeting of the club or
Executive Board; bring to each meeting copies of these bylaws and parliamentary authority;
send out meeting notices and official correspondence of the PNC3; serve on the
Membership Committee.
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TREASURER: |
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Serve as the official custodian of the funds of PNC3 and also be the disbursing officer; be responsible for placing the funds in a bank and for keeping an accurate record of the sources and disposition of all funds; be responsible for the payment of all bills, warrants, or requisitions after payment is authorized; issue and sign all checks required for such payments; submit an annual report of the finances of the PNC3 and such periodic reports as are requested by the President; prepare and present for audit the financial records of the club three months after the end of the fiscal year; serve on the Finance Committee. |
Section 1. Members
The Executive Board shall consist
of the officers defined in article IV, the most recent Past President, and two
Members-at-Large, elected at the same time, in the same manner, and for the same term as
the officers. In the event of vacancy, succession to the position of Member-at-Large shall
be accomplished in the same manner as for officers.
Section 2. Authority
The Executive Board shall be the
governing body of the club and shall transact the business of the club. The Executive
Board may veto any appointment of the President by majority vote.
Section 3. Meetings
The Executive Board shall meet at
least once a year, normally at a time and place near the Annual Meeting of the club.
Business matters may also be conducted by telephone and "round robin"
correspondence and mail ballot.
Section 4. Quorum
A majority of Board members
(present or represented by proxy) shall constitute a quorum for the transaction of
business. Members may vote by proxy given to another member of the Executive Board.
Section 1. Appointment
Except as otherwise provided,
committee chairpersons are to be appointed by the President within 60 days of the
beginning of the President's term of office. The committee chairperson shall select the
committee members, with the approval of the President, within 30 days of his/her
appointment. Each committee shall consist of such numbers of members as the President and
designated chairperson may determine necessary to fulfill the committee's function, with
the term of office of committee membership being the same as that of the President. Any
member shall be subject to removal by the President or majority vote of the Executive
Board. The President shall serve as an ex-officio member of all committees, except the
Nominating Committee.
Section 2. Standing
Committees
The following permanent
committees are established to assure that essential club functions are accomplished in a
timely and efficient manner.
a.
Nominating Committee.
The Nominating Committee shall consist of the three latest available Past Presidents, with
the most recent Past President serving as Chairperson. In the event that three Past
Presidents are not available to serve, the current President shall appoint as required to
fill vacancies. It shall be the duty of the Nominating Committee to canvas the club
membership for qualified candidates for the office of President, Vice-President,
Secretary, Treasurer, and Member-at-Large, as required for election. Any person planning
to run for office or member-at-large should not serve on the Nominating Committee.
b.
Ballot Committee. To prepare, distribute, tally and certify results
of ballots and all elections and membership voting matters.
c.
Finance Committee. For the purpose of assuring a continuous sound
condition of the treasury, to develop a budget for the operation of the club, and to make
recommendations to the Board regarding Club finances. The Treasurer shall be a member of
this committee.
d. Publicity and Public Relations Committee. For the purpose of initiating and
carrying out all matters pertaining to publicity and public relations and maintaining a
positive image of the PNC3 both internally and without.
e.
Bylaws Committee. For the purpose of considering and recommending
revisions or amendments to the bylaws.
f. Ethics Committee. For the purpose of establishing and maintaining a
Code of Ethics for use by the club in conducting its affairs and in guiding the actions of
its members; to hear all complaints concerning matters covered by such Code; to
investigate complaints referred to the Committee by the President concerning matters
covered by the Code of Ethics; and to provide recommendations to the Executive Board as to
such complaints.
g.
Membership Committee. For the purpose of maintaining and increasing the
membership of the club; to investigate and recommend Executive Board disposition of all
objections to any applicant's membership in the Club. The Club Secretary shall be a member
of this committee.
h. Regional Meetings Committee. For the purpose of carrying out guidelines for
Club regional meetings as established by the Executive Board, scheduling and promoting
same, and reporting the activities at such meetings to the membership.
i. Publication Advisory Committee. For the purpose of overseeing club publications
and making recommendations to the Executive Board regarding such publications.
j.
Awards and Exhibits Committee. For the purpose of establishing and distributing
awards given by the Club, and to develop ways to encourage the successful exhibition of
PNCs.
k. Estate Advisory Committee. For the purpose of advising and/or assisting the
estate of any club members regarding plate number coil possessions.
Section 3. Ad Hoc Committee
The President shall, at any time,
appoint any other committees that shall be deemed necessary for the conduct of club
business. Each Ad Hoc Committee shall serve in conjunction with the President's term
unless a shorter term is specified at the time of its appointment.
Section 1. Voting
Officers and Members-at-Large
shall be elected in even-numbered years by mail ballot prepared by the Ballot Committee
prior to the Annual Meeting. Club Members in good standing shall be eligible to vote.
Voting should be completed at least 30 days prior to the Annual Meeting. A plurality of
all valid ballots cast shall be required for election to office. In the case of
Members-at-Large, where two persons are to be elected, the two persons with the highest
vote totals among all candidates are elected to the positions. In the case of a tie vote
for any position, the election shall be decided by majority vote of the Executive Board
then in office.
Section 2. Nominations
Any individual member or life
member in good standing may be nominated to a position on the Executive Board. Nominations
may be proposed by either the Nominating Committee or by a petition signed by at least
five members in good standing. A call for nominations will be issued by the Nominating
Committee prior to the preparation of ballots, giving at least 30 days for response.
Section 3. Elections
Ballots shall be forwarded to all
members in good standing at least 30 days before ballots are due to be returned. A
designated member of the Ballot Committee shall tally the returned ballots and its
chairperson shall certify the results to the Secretary. Ballots shall be destroyed 90 days
after the election due date unless a recount is requested within 30 days after publication
of the results in the club journal, in which case the ballots will be destroyed 60 days
after completion of the recount or as otherwise directed by the Executive Board.
Section 1. General Fund
All sums received from dues,
fees, advertising revenues, auction commissions, or any other source shall constitute the
general fund.
Section 2. Fiscal Year
The fiscal year of PNC3
shall be from January 1 to December 31.
Section 3. Budgets
The Finance Committee shall
recommend to the Executive Board a budget for the operation of the club at the beginning
of the fiscal year. The budget shall be subject to change upon election of new officers
and the appointment of a new Finance Committee.
The publication of a
newsletter or journal, and any other brochure, handbook, or manual shall be at the option
of the Executive Board, subject to the following restrictions:
a. The Executive Board shall be
authorized to exercise control of such publications made in the name of PNC3,
to approve, disapprove, modify, or entirely suspend.
b. Upon approval of a majority of
the Executive Board, the President may appoint an editor of any and all PNC3
publications to serve until that publication has been completed, except that the
newsletter or journal editor shall be appointed annually at the Annual Meeting, or
whenever necessary to fill a vacancy in the position.
The rules contained in the
current edition of Robert's Rules of Order Newly Revised shall govern meetings of
PNC3 in all cases to which they are applicable and in which they are not
inconsistent with these bylaws and any special rules of order the PNC3 may
adopt.
The Bylaws of the club may be
amended or revised as herein provided. Amendments or revisions may be proposed by the
Executive Board or by petition signed by at least twenty-five members in good standing.
Proposed revisions or amendments shall be placed in the hands of the Secretary for
dissemination to the membership. After the proposed changes have been distributed, a
waiting period of at least 90 days shall pass during which discussion of the proposed
changes shall be published in the club journal. A favorable vote by two-thirds of the
members voting shall be necessary for the adoption of the changes.
The ethical standards of PNC3
are particularly focused on the integrity of a member's word, and the maintenance of the
integrity of the pool of philatelic material. Members are to honor their agreements,
whether made in writing or orally, to the fullest reasonable extent. Any deceit or
artifice contrived to take advantage of another collector is a violation of the Ethical
Code.
Examples of violations include:
1. Failure to pay for, or return, offered material in a timely manner.
2. Counterfeiting or altering philatelic material.
3. Misrepresenting philatelic material as something that it is not.
4. Deliberately falsifying the known quantity of philatelic material, especially on new
discoveries.
5. For dealers, failure to live up to advertised promises.
Accusations against members may be brought to the chairman of the Ethics Committee, who shall direct an inquiry into the facts of the case. Accusations must be in writing, and may not be anonymous. The Committee as a whole shall form an opinion and judgment on the matter before them, and recommend action, as appropriate, to the Board of Directors, who shall have ultimate review authority. Action taken may be a written censure, suspension, or expulsion from PNC3 membership. Suspensions and expulsions shall be published in Coil Line.
Should any conflict exist between the PNC3 Code of Ethics and the Code of the American Philatelic Society, the Code of APS shall prevail.
Should two conflicting parties request it, the Ethics Committee may act as an arbiter of disputes. The Committee judgment may be advisory or binding, depending upon whichever the two parties agree to in advance.