Federation Logo Constitution

PRIOR CONSTITUTION (voided May 15, 2011)

ARTICLE 1-  NAME

Section 1

The name of this organization shall be the Federation of [Central] New York Philatelic Societies, Inc.

ARTICLE 2-  PURPOSE

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-  MEMBERSHIP

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-  OFFICERS

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-  AMENDMENTS

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-  FISCAL YEAR

Section 1

The Fiscal Year shall begin July 1st.

ARTICLE 2-  BY-LAWS APPLICATION FOR MEMBERSHIP & METHOD OF BALLOTING

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-  ANNUAL DUES

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-  MEETINGS AND VOTING PROCEDURES

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-  ELECTION OF OFFICERS

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-  OFFICERS, TENURE OF OFFICE, DUTIES

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-  BOARD OF DIRECTORS

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-  FEDERATION TERRITORY BOUNDARIES

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-  DISSOLUTION

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.


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