ADOPTED AUGUST 1, 1991 – Revised November 1, 2023
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. It is classified by the IRS as a nonprofit, tax-exempt organization under section 501(c)(7). 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. Upon dissolution, its assets shall be distributed to the American Philatelic Society or other charitable 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
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 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 ten 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.
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.
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 guidelines 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 office of President or Vice-President for more than two consecutive terms. The Secretary and Treasurer may be elected for more than two consecutive terms since these offices are business-related and must set up local bank accounts or billing addresses, and it's often prudent to retain those accounts and addresses for a period of more than four years. 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:
a. 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
b. 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:
PRESIDENT: 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.
VICE-PRESIDENT: 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.
SECRETARY: 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; send out meeting notices and official correspondence of the PNC3; serve on the Membership Committee.
TREASURER: 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; provide operating capital to permanent committees as needed; prepare and submit IRS forms annually, or as required; 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. Permanent 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. To ensure a sound financial condition, the Finance Committee will perform one or more internal audits annually following the end of the fiscal year on December 31. The PNC3 General Fund will be audited annually. In a non-scheduled and random manner, audits will be completed of the Catalog Committee Fund, the Auction Fund, and any other club funds that may be established. Each fund, other than the General Fund, will be audited at least once every four years. The results of the internal audit(s), along with any recommendations, must be presented to the Board by March 31 of each year. 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. Exhibits Committee. For the purpose of establishing and distributing awards given by the Club for exhibits in national or large regional shows, 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.
l. Auction Committee. For the purpose of conducting auctions of philatelic items submitted by members for sale to other members of the club who are in good standing at the time of the auction.
m. Catalog Committee. For the purpose of publishing for members a PNC3 catalog (and, at the discretion of the Committee, certain portions of the catalog for non-members).
n. Web Activities Committee. For the purpose of establishing and maintaining a club presence on the internet. Such presence shall be limited to a website containing information on PNCs and historical club information, and such other club benefits as appropriate for serving membership interests.
o. Awards Committee. For the purpose of establishing awards for meritorious service to the club or significant contributions to the PNC hobby. Members of the Committee shall not be eligible to receive such an award.
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 into the PNC3 Treasury from dues, fees, donations, advertising revenues, auction commissions, publication sales, or any other source shall constitute the General Fund. The Executive Board may also designate Specific Operating Funds, separate from the General Fund, for specific club activities (such as oversight of club publications or auctions), which will, from time to time, and as directed by the Executive Board, transfer excess funds to the General Fund.
Section 2. Fiscal Year
The fiscal year of PNC3 shall be from January 1 to December 31.
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 period of at least 60 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.
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.