Constitution

7^th 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 4^th 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 4^th October 1977, and amended on:

31^st May 1979
25^th June 1981
29^th October 1981
1^st September 1983
20^th June 1984
19^th June 1986
16^th June 1988
13^th June 1991
11^th June 1992
11^th June 1998
6^th November 2008
7^th May 2018 Version 4