CONSTITUTION AND RULES OF THE YORKSHIRE PHILATELIC ASSOCIATION
This version of the Constitution and Rules was transcribed in April 2011 from the 2006 Edition of the Members' Handbook.
The name of the Association shall be "The Yorkshire Philatelic Association".
The objectives of the Association shall be:-
2.1 To bring together by affiliation, philatelic societies and study groups in Yorkshire and adjacent areas.
2.2 To assist in the formation of philatelic societies and study groups in the area and to promote the development of existing societies and study groups.
2.3 To create friendship and understanding between members of all affiliated bodies by promoting the exchange of visits and displays.
2.4 To hold an annual convention, either organised by the Association or by the invitation and sponsorship of an affiliated body.
2.5 To organise annually, competitions for society Senior Members, Open and Juniors, and to promote exhibitions at such places as may be determined.
2.6 To form a Panel of Speakers willing to give talks and/or displays, and to circulate from time to time lists of such speakers.
2.7 To form a panel of Judges willing to judge society and Association competitions.
2.8 To publish an Association newsletter.
2.9 To publish a handbook containing the rules and details of the Association, its affiliated bodies, and other items deemed by the Management Committee to be of use to the membership.
2.10 To organise philatelic auctions in conjunction with the annual convention, and at other times as determined by the Management Committee.
2.11 To affiliate to the Association of British Philatelic Societies (ABPS).
2.12 To do all such things as may be incidental or conducive to the attainment of any or all of the foregoing objectives.
3.1 Membership of the Association shall be open to any Society or Study Group as defined in 2.1 above.
3.2 Any society or study group wishing to become affiliated shall make application to the Management Committee of the Association, who shall decide whether or not the applicant body shall be admitted. Any appeal against the Management Committee decision shall be heard by the Executive Committee of the Association, whose decision shall be final.
4.1 The affairs of the Association shall be conducted by the Management Committee.
4.2 The Management Committee shall comprise of the delegates appointed by each society and the Officers of the Association.
4.3 The appointed delegates shall be on the basis of one delegate for every 70 paid up senior members or part thereof, with a maximum of two delegates from each affiliated body.
4.4 The Officers of the Association are: the President, the Vice-President, the Hon Vice-President, the Chairman, Secretary, Treasurer, Competition Secretary, Trade Liaison Secretary, Publicity Officer, the Editor, the Hon Auditor, and others as considered necessary.
4.5 The Managemeny Committee shall hold office from the Annual General Meeting (AGM) in each year until the AGM in the following year.
4.6 The Management Committee shall invite nominations for the election of Officers at the AGM. These nominations, signed by the nominee and by a proposer and seconder, shall be delivered to the Hon Secretary no later than 31 March of every year. The term of office of the President and Vice-President shall be two years, and for other Officers, one year.
4.7 The Past President shall become the Chairman of the Association for a period of two years immediately following his/her term of office as President.
4.8 Honorary Vice-Presidents may be recommended by the Management Committee to the AGM for election, to recognise their service to the Association. Not more than three may be in office at any one time, and such Vice-Presidents may attend meetings of the Management Committee, and by invitation, meetings of Sub-Committees, but shall have no voting rights.
4.9 All Officers and Management Committee members serve in an honorary capacity only.
4.10 The Management Committee shall have powers to co-opt someone of its choice to serve on any committee for a particular purpose or exprtise. Such person shall have no voting rights and shall serve only up to the end of the period applicable to that particular purpose.
4.11 The Management Committee shall authorize such services and activities as it considers in keeping with the objectives of the Association, and shall recommend Officers to the AGM to organise these. These Officers shall be responsible to the Management Committee.
5.1 The Management Committee may from time to time appoint from among its members such Sub-Committees as it shall deem necessary or expedient, and may depute to them such of its powers and duties as it may determine. Such Sub-Committees shall periodically, or as required by the Manageemnt Committee, report their proceedings to the Management Committee and conduct business in accordance with the directions of the Management Committee.
5.2 The Executive Committee shall be such a sub-committee and shall consist of:- The President, Vice-President, Chairman, Secretary, Treasurer and up to three members of the Management Committee co=opted by the Executive Committee.
5.3 The Executive Committee shall hold office from the AGM in each year until the AGM in the following year.
5.4 Decisions taken by the Executive Committee shall be recommended to the Management Committee for comment and approval.
6. ANNUAL GENERAL MEETING
6.1 The Annual General Meeting (AGM) shall be held at the Annual Convention of the Association, which shall be held if possible on the second Saturday of June. All fully paid up members of the affiliated societies or study groups shall be entitled to be present.
6.2 At least 28 days previous written notice shall be given to each affiliated society or study group of such Convention and AGM.
6.3 Resolutions for inclusion on the AGM agenda must be delivered to the Hon Secretary no later than 31 March of every year. The AGM agenda will be issued following the Spring Management Committee meeting.
6.4 The only business which shall be transacted at the AGM shall be:-
(i) The receiving of reports of the Management Committee.
(ii) The receiving of the audited statement of accounts for the year of office.
(iii) The conferring of the honour of President of the Association, and the election of Officers.
(iv) The discussion and approval of proposed Rule amendments and additions, and proposals and amendments submitted in writing a minimum of 56 days before the AGM.
(v) Any other business as shall be notified with the notice of the meeting.
(vi) The election of Honorary Auditor for the ensuing year. No Officer or member of any committee will be eligible for the appointment as Auditor.
7. FREQUENCY OF MEETINGS
7.1 The number of meetings of the Management Committee shall be not less than two per year and shall be called by the Secretary in Spring and Autumn upon dates agreed by the Management Committee.
7.2 Meetings of the Executive Committee shall be called as requiured, but shall not be less than two per year.
8. EXTRA-ORDINARY MEETINGS OF THE MANAGEMENT COMMITTEE
8.1 An extra-ordinary meeting of the Management Committee shall be called by the Hon Secretary on the written request of not less than six members of the Management Committee, and 28 days notice of such meeting shall be given to the members, specifying the business to be transacted. Only such business as is specified in the notice may be transacted at such a meeting.
9.1 The quorum of the AGM shall be not less than 20 members, including at least 5 members of the Executive Committee.
9.2 The quorum for meetings of the Management Committee shall not be less than 9 members, including at least 3 members of the Executive Committee.
9.3 The quorum of the Executive Committee shall not be less than 4 members.
10.1 Voting at meetings shall be by show of hands or by ballot at the discretion of the Chairman. All delegates and Officers shall have a right to vote, the Chairman shall have a casting vote where a decisive result is impossible otherwise; any resolution or election shall be decided by a majority vote.
10.2 Voting at the AGM shall, in the case of election of Officers and amendments to the Constitution and Rules, be by postal ballot on forms to be provided by the Hon Secretary, delivered with the written notice of the AGM referred to in clause 6.2 and 8.1. Each affiliated society, as defined by clause 2.1 may be entitled to one vote except for societies with over 70 members which shall be entitled to two votes. The completed ballot forms, signed by the secretary or other responsible officer of the affiliated society, shall be in the hands of the Hon Secretary not later than 10 days before the date of the AGM. Voting on other matters shall be in accordance with clause 10.1.
11.1 The Financial Year of the Association shall be from the 1 April to 31 March in the year following.
11.2 A copy of the audited accounts shall be supplied to each affiliated society or study group in time for consideration at the Management Committee's Spring meeting, before going to the Association's AGM for formal acceptance or otherwise.
11.3 All monies held by the Hon Treasurer on behalf of the Association shall be kept in accounts in the name of the Association. The number and location of accounts shall be recommended by the Hon Treasurer and approved by the Management Committee.
11.4 Members holding money on behalf of the Association shall maintain accounts in a manner required by the Hon Treasurer.
11.5 The Management Committee shall be authorised to reimburse the whole or part, at their discretion, of reasonable expenses incurred by the Officials of the Management Committee on Association business.
12. FEES AND SUBSCRIPTIONS
12.1 An annual subscription, of such amount as may be recommended annually by the Management Committee for approval at the AGM, for each senior member of the affiliated bodies. The number of senior members shall be the number on the rolls of the affiliated bodies at the last meeting of the affiliated body's previous financial year, and shall be certified as such by the affiliated body's treasurer.
12.2 In the case of societies or study groups with national or international membership the subscription payable shall be calculated on the membership of those members residing within the catchment area of the Association, as defined in 2.1.
12.3 The annual subscription shall be due on 1 April and shall apply to the following year.
13. FIXING OF FEES AND SUBSCRIPTIONS
13.1 Fees and subscriptions shall be recommended by the Management Committee at the Autumn meeting and shall be put to the vote at the Association's AGM for final acceptance or otherwise.
14. UNPAID SUBSCRIPTIONS
14.1 Any society or study group whose subscriptions remain unpaid after one year shall be given notice of the arrears by the Hon Secretary or Hon Treasurer of the Association, and if such arrears are not paid by the following 1 June, the society or study group shall automatically cease to be affiliated to the Association. Such a society or study group shall not be re-admitted until the arrears have been paid and further application for affiliation made.
15. CESSATION OF AFFILIATION
15.1 Any society or study group desirous of ceasing their affiliation shall give notice in writing to the Hon Secretary of the Association not less than four months before the year- end at which resignation is to take effect. No part of the fees or subscriptions already paid shall be returnable to such society or study group.
16.1 The Rules specified in this document and the rules of all other Association activities covered by rules shall be considered as the Association's Rules. The other activities being: the Senior Competition Rules; the Open Competition Rules; the Literature Competition Rules; the Junior Competition Rules; the Distinguished Yorkshire Philatelists Rules; and the Rules and Recommendations for Annual Conventions.
16.2 The Management Committee shall be the sole authority for the interpretation of these Rules. The decision of the Management Committee upon any question of their interpretation, or upon any matter affecting the Association and not provided for in these Rules shall be final and binding on the affiliated bodies.
16.3 Any appeal against the decision of the Management Committee on any of the above matters shall be brought to the AGM in accordance with Rule 6.4(v).
17. AMENDMENTS TO THE CONSTITUTION AND RULES
17.1 These rules may only be amended at an Annual General Meeting or Extra-ordinary General Meeting of the Association called for that purpose. A simple majority of votes cast, referred to in 10.2, at an AGM is required for approval of such an amendment. At an Extra-ordinary General Meeting, referred to in 8.1, a simple majority of votes cast at the meeting is required for the approval of such an amendment.
17.2 Notification of any amendment to these rules shall be given in writing to the Hon Secretaries of the affiliated bodies within 28 days of passing such amendments.
18. PARTICIPATION IN SERVICES AND ACTIVITIES
18.1 Only paid up members of affiliated societies and study groups shall participate in the Association's activities.
18.2 Those members participating in the Association's activities must abide by the rules of those activities.
18.3 The Officer in charge of any activity may decide not to allow a member to participate, or withdraw that member's participation, if he/she feels the circumstances so warrant. The member has a right of appeal to the Management Committee.
19. RECOGNITION OF SERVICE
19.1 All Past Presidents and other Past Officers of the Association deemed to have given exemplary service shall be accorded a Certificate recording such service. For Past Presidents this could be enhanced by a Past President's Medal.
19.2 The Roll of Distinguished Yorkshire Philatelists has been instituted to recognise the service of members of affiliated societies and study groups to philately at local. national and international levels. A separate set of rules cover the nomination and election of such members.
19.3 Those considering an award of merit shall consider whether the person nominated (or an other member(s) of the Association) should also be recommended for the ABPS Award of Merit.