PNC3
CLUB BYLAWS
ADOPTED AUGUST 1, 1991 – Revised November 1, 2023
ARTICLE I
NAME, PURPOSE, AND SCOPE
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.
ARTICLE II
MEMBERSHIP
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
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.
ARTICLE III
MEETINGS
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.
ARTICLE IV
OFFICERS
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.
ARTICLE V
EXECUTIVE BOARD
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.
ARTICLE VI
COMMITTEES
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.
ARTICLE VII
NOMINATIONS AND ELECTIONS
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.
ARTICLE VIII
FUNDS
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.
ARTICLE IX
PUBLICATIONS
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.
ARTICLE X
PARLIAMENTARY AUTHORITY
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.
ARTICLE XI
AMENDMENTS
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.