Constitution
Constitution
CONSTITUTION
ARTICLE 1 Section 1
The name of this organization shall be the Federation of [Central] New York
Philatelic Societies, Inc.
ARTICLE 2 Section 1
This organization shall be a nonprofit educational organization dedicated to
promoting and furthering the interest of philately and philatelic activities of its member
societies and clubs. This organization is organized exclusively for charitable, religious,
educational and scientific purposes.
Section 2
No part of the net earnings of this organization shall inure to the benefit of,
or be distributable to its members, trustees, officers or other private persons except
that reasonable compensation may be paid for services rendered to or for the organization.
Section 3
No substantial part of the activities of the organization shall be the carrying
on of propaganda or otherwise attempting to influence legislation (except as otherwise
provided by Internal Revenue Code Section 501 (h) and the organization shall not
participate in, or intervene in (including the publishing or distribution of statements)
any political campaign on behalf of any candidate for public office.
Section 4
Notwithstanding any other provision of these articles, the corporation is organized exclusively for one or more of the following purposes: religious, charitable, scientific, testing for public safety, literary, or educational purposes, or to foster national or international amateur sports competition (but only if no part of its activities involve the provision of athletic facilities or equipment), or for the prevention of cruelty to children or animals, as specified in section 501 (c) (3) of the Internal Revenue Code of 1954, and shall not carry on any activities not permitted to be carried on by a corporation exempt from Federal income tax under section 501 (c)(3) or corresponding provisions of any subsequent Federal tax laws.
ARTICLE 3 Section 1
Eligibility For Membership: There shall be three (3) separate and distinct categories of
membership, these being Regular, which is hereby reserved for organizational
memberships. Associate, which is hereby reserved for membership of individual
candidates, and Sustaining, hereby reserved for corporate or sponsorship candidates.
Basic eligibility qualifications in each membership category are defined below.
Regular Membership: Any group whose goals and objectives are found to be in
concert with those of the Federation of Central New York Philatelic Societies, Inc as
determined by the officers and whose geographic location places them within the legitimate
boundaries of New York State, adjacent states and Canada are eligible for membership.
Included are these counties in the state of Ohio (Astabula, Lake, Cuyahoga, and Trumball),
in Pennsylvania (Erie, Crawford, Warren, McKean, Bradford, Susquehanna, Pike, Potter and
Tioga), in Connecticut (Litchfield and Fairfield), in New Jersey (Bergen, Passaic, Sussex,
Hudson, Essex, and Morris), in Vermont (Grand Isle, Chittenden, Addison, Rutland and
Bennington) and the Provinces of Ontario and Quebec, Canada.
Section 2
Any eligibile organization shall also be required to have at the time of regular membership
application of the Federation, a paid up membership roll of no less than five (5) adult
regular members, a duly elected and recognized slate of officers to consist of at least
a president and secretary-treasurer, and at least four (4) regularly scheduled general
membership meetings per program year.
Other organizations may apply on a case by case basis and the determination of eligibility
shall be decided by a vote of the Executive Council after proper notification to the
membership has been made in accordance with the established By-Laws. A strong mutual
benefit shall be clearly shown to qualify for an exception to the general eligibility
rules established above. All other requirements of membership to include but not limited
to the timely payment of dues, participation in Federation meetings and functions and
sharing in the operational responsibilities of the Federation shall be incumbent upon
any newly elected member to the organization.
Associate Membership: Any individual who duly applies for membership in the
organization shall be voted by the Executive Council regardless of their physical place
of residence. Only those individuals who have shown through their actions, or lack
thereof, that they may not be a wholesome and productive addition to our rolls shall
not be put forth as a candidate for membership. Dues for an Associate member shall be
$15 per annum. Rights of membership shall include the ability to attend Federation
meetings and functions as a legal member, including receipt of the Federation Official
Organ, Stamp Insider, but without voting privileges.
Sustaining Member: Any corporate or noncorporate entity that wishes to show its
support and interest in the field of Philately and/or the goals and programs of the
Federation of Central New York Philatelic Societies, Inc. may apply for membership as
a Sustaining Member regardless of their geographical location. The application shall be
acted upon by the Executive Council in accordance with the By-Laws of the organization.
Dues for Sustaining member shall be $500.00 per annum. Rights of membership include the
ability to attend Federation meetings and functions as a legal member, but without voting
privileges, a full page advertising space in each regular and special issue of the
Federation Official organ, Stamp Insider, and display/table space, limited to
one (1) standard business space, without charge, at any Federation sponsored show.
ARTICLE 4 Section 1
The following officers of this organization shall be elected in accordance with
the ByLaws: (1) President, (2) Thirteen Vice Presidents and (3) Treasurer. The Secretary
shall be appointed by the President following the election of officers. The officers
shall constitute the Board of Directors.
Section 2
There shall be an Executive Council, said Council consisting of two delegates
from each member club. The President shall act as Chairman of the Executive Council but will
have no vote except in the instance of a tie vote.
ARTICLE 5 Section 1
This Constitution may be amended at a regular or special meeting of the Federation by a
two-thirds affirmative vote of the members of the Executive Council present in good standing,
provided the proposed change or changes shall have been previously presented to each
affiliated club at least thirty days before any action shall be taken on any change
or changes.
BY-LAWS
ARTICLE 1 Section 1
The Fiscal Year shall begin July 1st.
ARTICLE 2 Section 1
To become a member, a club which is eligible must first make application for
membership to the Secretary of the Federation. Such application shall contain information
as to the location of the club, its officers, time and place of meetings, annual dues,
a complete list of membership and other such information as the Executive Council shall
require. The application for membership shall be accompanied by payment of one year's
dues, which shall be applicable on July 1 of the calendar year following admission to
membership. The applicant becomes a regular member only after the application has been
read at a regular or special meeting of the Executive Council and favorably voted upon
at that meeting of the Council.
Section 2
The election to membership and method of acceptance shall be by ballot only.
Each delegate shall be entitled to one vote; eight votes in opposition shall constitute
rejection. Any rejected application shall not be eligible for election to membership for
at least a period of one year from the date of such rejection.
ARTICLE 3 Section 1
The dues for each club shall be according to membership. 1-50 members: $10.00
per annum and 51-up: $15.00 per annum. Dues shall be payable in advance and shall become
due and payable on July 1st.
Section 2
Any club which shall not have paid its dues by January 1st shall be held in
arrears and shall be so notified by the Treasurer. If its dues are not paid on or before
the annual June meeting, it shall be automatically dropped from membership at that meeting,
at which its name shall be stricken from the membership rolls and such action read into
the minutes of the annual meeting.
Section 3
Any club dropped from the membership rolls by resignation or for nonpayment of
dues may be reinstated upon application by a majority vote of the Executive Council for
such reinstatement.
ARTICLE 4 Section 1
A minimum of two regular meetings of the Executive Council of the of the Federation shall
be held during the Fiscal Year. The time and place of such regular meetings shall be
determined by the President or Secretary, notice to be given at least two weeks in advance
to all delegates. A special meeting of the Executive Council may be called at the request
of two or more officers of the Federation, or at the written request of two or more clubs
addressed to the Secretary. The time and place of such special meeting shall be determined
and selected by the Secretary and shall be held within thirty days of the receipt of the
request for such meeting.
Section 2
The annual meeting of the Federation shall be held the second Sunday in the
month of June; time and place to be left to the discretion of the Executive Council,
at which time the election of officers for the ensuing year shall be made.
Section 3
Representation by 30% of the affiliated clubs in good standing shall constitute
a quorum at either a regular meeting or a special meeting of the Executive Council.
Section 4
Votes shall be cast by delegates or alternates present or by written proxy
filed with the Secretary. Any non-attending delegate can authorize (his club's) an
attending delegate to exercise his or her delegate's vote except for the exercise of
proxies. The exception to this is a proxy that does not have voting instructions. This
nonspecific proxy cannot then be used for any voting.
Section 5
One delegate shall not represent more than one club or have more than one vote.
Section 6
Any club which fails to have representation, either by presence of delegates or
by written proxy, at three successive meetings of the Executive Council shall
automatically be dropped from the membership roll of Federation clubs, such action to
be taken and read into the minutes of the third missed meeting. The secretary will
advise the clubs.
ARTICLE 5 Section 1
The officers, as hereinafter provided, shall be elected by a majority vote
of the delegates at the Annual Meeting. Each member club in good standing shall be
entitled to cast two votes.
Section 2
A Nominating Committee of at least three delegates shall be appointed by
the President at least thirty days prior to the Annual Meeting appointed by the
President at least thirty days prior to the Annual Meeting for the purpose of selecting
and nominating candidates for each of the elective offices, and open nominations will
be accepted from the floor.
ARTICLE 6 Section 1
The President, the Thirteen Vice-Presidents and the Treasurer shall be elected
for a one year term. The Secretary, to be appointed by the President, shall also serve
for one year.
Section 2
The members of the Executive Council shall be either appointed or elected
annually by the club which they are to represent. The Secretary of each affiliated
club shall notify in writing to the Secretary of the Federation the names of the
official council members of the club.
Section 3
The President shall preside at all meetings of the Executive Council and
at the Annual Meetings. The President shall appoint the Secretary and all standing
and special committees and he shall be a member ex-officio of all committees. He shall
appoint all other than elective officers representatives to national societies.
Section 4
A Vice-President shall be elected from each of the Federation Districts as
created under Article VII, Section 1. The Vice-President in which the President resides
shall preside in the absence of the President. In the event that said Vice-President is
absent, then one of the other Vice-Presidents shall preside in the absence of the
President. It shall be the duty of the Vice-President to contact each club within
his district at least once a year and to assist such club in any Federation problems.
Section 4A
Vice-President for Junior Affairs: This officer will oversee all federation
areas pertaining to youth; assist member clubs with youth programs by offering advice
and ideas about juniors; act as a federation representative to outside persons or to
other organizational bodies on youth affairs.
Section 5
The Secretary shall be the corresponding officer of the Federation and shall
keep a written record of all meetings held by the Executive Council and of the Annual
Meetings. He shall issue notices of meetings and shall handle all correspondence
pertaining to the Federation.
Section 6
The Treasurer shall receive all moneys paid to the Federation and shall keep
such moneys in bank accounts under the name of the Federation of Central New York
Societies, Inc. All payment of bills must receive a majority vote of the members present
at a regular or special meeting of the Executive Council; however the Treasurer may pay
recurring bill not exceeding $75.00 each. The Treasurer shall keep a record of all
moneys received or paid out and such record shall be accessible to the Executive Council
at any time. He shall render a written report at each meeting, final written report at
the Annual Meeting, the latter report to be audited by a committee of not less than three
members appointed by the President for that purpose.
Section 7
Each officer, at the expiration of his term of office, shall deliver to his
successor all books, papers, moneys, or other property of this Federation in his possession,
4 and shall not be relieved of his duties until this section is complied with.
Section 8
Each elected officer shall hold office until his successor is regularly elected.
In case a vacancy occurs in any elective office, the President, with the approval of the
Executive Council, shall fill the unexpired term of office by appointment. In cases of
illnesses or absence of the Secretary, the President shall appoint an acting secretary.
Section 9
The members of the Executive Council shall safeguard all moneys of the
Federation. They shall formulate and decide all policies of this Federation and direct
the President and other officers to carry them out.
ARTICLE 7 Section 1
All legislation and matters of interest requiring action by the federation must be
first approved by the majority of the Executive Committee of the Board of Directors.
This Executive Committee shall be composed of officers who each have one vote on
legislation or matters of interest before such is presented to the Board of Directors
and the Executive Council, which is composed of delegates representing the Federation’s
member clubs.
The Executive Committee will be appointed by the President, who will have the vote
breaking capability. It will be composed of, as a minimum, the President, Secretary,
Treasurer, Stamp Insider Editor and Stamp Insider Treasurer with no more than a total
of ten members and the above designated minimum of five. Quorums will be 40%. Selected
Vice Presidents, delegates and others will be asked to be participating members for a
term and tenure determined by the President at a time of appointment. The Executive
Committee will assist the Board of Directors in execution of its duties.
The business of the Executive Committee will be done by emails or phone calls sent
out by the secretary whenever the President so directs. These emails and or calls will
notify each member officer of the Executive Committee of the propositions and also
provide a means for back and forth discussion prior to vote. Federation business is
considered in a timely manner by having these elected and appointed officers email all
committee members either 1) their responses and comments or 2) provide a response of
“no comment” or 3) if no answer is received over a designated time frame of two days
a “no vote” will be entered in order to allow allow timely execution of business. This
action would occur prior to the request for their actual vote and will allow a timely
execution of Federation business with input from all designated. There is no minimum
or maximum to the number of times this committee will meet per year.
Section 2
The Board members shall be elected and appointed federation officers. They are
the President; Vice Presidents; Secretary; Treasurer; Stamp Insider Editor; Stamp
Insider Treasurer; and others as is needed.
Section 3
The President shall act as chairman of the Board but shall have no vote except
in the instance of a tie vote.
Section 4
Five (5) voting members of the Board shall constitute a quorum for the
transaction of federation business.
Section 5
Board meetings shall be held four(4)times a year. Twice in concert with the
regular federation meetings with the remainder at the discretion of the President.
ARTICLE 8 Section 1
The territory of the Federation shall be divided into 12 districts, to wit:
1) Allegany Frontier: NY- Chautauqua, Allegany, Cattaragus, OH- Astabula, Lake, Cuyahoga, Trumball, PA- Erie, Crawford, Warren, McKean
2) Niagara Frontier: NY- Niagara, Erie, Orleans, Genesee, Wyoming, Canada- Province of Ontario
3A) Northern Finger Lakes: NY- Monroe, Wayne, Onondaga, Livingston, Ontario, Seneca, Cayuga
3B) Southern Finger Lakes: NY- Steuben, Yates, Chemung, Schuyler, Tioga, Cortland, Tompkins, PA- Potter, Tioga
4) Thousand Islands: NY- Oswego, Jefferson, St. Lawrence, Canada- Province of Quebec
5) Adirondacks: NY- Clinton, Franklin, Essex, Lewis, Herkimer, Fulton, Hamilton, Warren, VT-Grand Isle, Chittenden, Addison Canada- Province of Quebec (Montreal)
6) Central Leatherstocking: NY-Oneida, Madison, Chenango, Broome, Otsego, Delaware, PA- Bradford, Susquehanna, Pike
7) Capital District: NY- Saratoga, Schenectady, Albany, Rennselaer, Washington, Montgomery, Schoharie, VT-Rutland and Bennington
8) Catskills: NY- Greene, Ulster, Sullivan, Rockland, CT- Litchfield
9) Hudson Valley: NY-Columbia, Dutchess, Putnam, Orange, Westchester, CT- Fairfield, NJ- Bergen, Passaic, Sussex, Warren, Hudson, Essex, Morris
10) Long Island: Suffolk
11) New York City: Bronx, Kings, Richmond, Queens
ARTICLE 9 AMENDMENTS
Section 1
By-Laws with the exception of voting shall be amended by a majority vote of the
members of the Executive Council present in good standing, provided the proposed change
or changes shall have been previously presented to each affiliated club at least thirty
days before any action shall be taken on any change or changes.
ARTICLE 10 Section 1
Upon dissolution of this organization, all the remaining assets and property
of the organization shall be distributed to such organizations as shall qualify under
501 (c) (3) of the Internal Revenue Code of 1954 as amended; or to the federal
government, or to a state or local government, for a public purpose.
Amended 1st day of April,1973 at Utica.
Amended 19th day of October 1975 at Sherrill.
Amended 10th day of October 1976 at New Hartford.
Amended 10th day of June, 1979 at New Hartford.
Amended 9th day of June, 1985 at New Hartford.
Amended 13th day of October 1985 at New Hartford.
Amended 14th day of June, 1987 at New Hartford.
Amended 4th day of June, 1989 at New Hartford.
Amended 13th day of June, 1993 at New Hartford.
Amended 8th day of April, 1995 at Rochester.
Amended 10th day of June, 1995 at Syracuse.
Amended 17th day of March, 2001 at Rochester.
Amended 12th day of June, 2005 at Rochester.