Rules of the Auckland Philatelic Society

  1. NAME

    The name of the Society shall be Auckland Philatelic Society (Incorporated), herein after called 'the Society'.

    The objects of the Society are:
    1. To promote and facilitate the study and enjoyment of philately.
    2. To create fellowship and understanding between Members.
    3. The formation of a library of philatelic literature for the use of Members.
    4. The facilitation of the sale of stamps by means of the Exchange Branch and/or Sales Branch.
    5. The promotion of exhibitions for Members and the public.
    6. To acquire, hold, mortgage and dispose of any real or personal property and any rights and privileges which the Society shall think necessary or convenient for the purpose of attaining the objects of the Society or promoting the interests of the Society or its Members.

    1. The Members of the Society shall be any person interested in philately who from time to time may apply and are approved to be Members providing they agree to comply with and be bound by the Rules of the Society.
    2. Candidates applying for membership must be proposed and seconded by Members of the Society. Candidates not known personally to any Member of the Society must furnish two references from persons holding responsible positions within philately or produce evidence of satisfactory membership of any other Philatelic Society, or two suitable character references. Each proposal for membership shall be reviewed by the Executive Committee and if approved shall then be submitted to a General Meeting. Candidates shall be elected by a majority vote of the Members present at any General Meeting.
    3. The membership of the Society shall be divided into the following classes:
      1. General membership: Any person over eighteen years of age. For subscription purposes only, General membership is divided into:
        1. City Members, being all Members within the Auckland residential area as defined by the Executive Committee, and
        2. Country Members, being all Members who are not City Members.
      2. Family membership: Any couple and/or children of that couple if at the same residence may apply for a family membership.
      3. Junior Membership: Any person under the age of eighteen may become a Junior Member of the Society if the application is signed on their behalf by a parent or guardian.
      4. Life Membership: Any Member may be elected a Life Member of the Society if recommended by the Executive Committee and approved by a majority of the Members of the Society voting at the Annual General Meeting.
    4. Any Member changing address shall notify the Secretary and Exchange Superintendent, when they are a Member of an exchange circuit, within one month of the change taking place.
    5. Any Member, who acts against the interests of the Society, which in the opinion of the Executive Committee is of a discreditable nature, may be deemed guilty of misconduct and expelled from the Society by a majority vote of the Executive Committee. That Member shall have the right to appear in person before the Executive Committee for the purpose of explaining their conduct.
    6. Any Member expelled from membership of any other Philatelic Society on account of misconduct shall automatically cease to be a member of the Society but shall have the right to appeal to the Executive Committee.

    A Member shall cease to be a Member by forwarding a written resignation to the Secretary, or on non-payment of annual subscription, or by special resolution of the Executive Committee, and such Member shall thereupon cease to have any right to the privileges and property of the Society.
    1. An annual membership subscription shall be paid in advance by the Member to maintain membership of the Society. Payment must be received within one month of receipt of invoice.
    2. The amount of the subscription shall be determined by a resolution passed at any Annual General Meeting or Special General Meeting. The new subscription will be effective immediately or at a date set by the resolution.
    3. The subscription of a new Member shall be waived for the balance of the first year in which their membership commences.

    1. The Executive Committee shall consist of a President, a Secretary, a Treasurer, an Exchange Superintendent, a Sales Superintendent and up to six committee Members elected from among the general Members.
    2. Any Member may hold two of the above offices.

    1. The Officers of the Society shall be elected at the Annual General Meeting.
    2. Nominations for Officers shall be in the hands of the Secretary not less than seven days prior to the date of the Annual General Meeting.
    3. A ballot shall decide the election of any position where there is more than one applicant.
    4. Every Officer shall be elected for one year only, but shall be eligible for re-election.
    5. The Officers shall have the power to fill any casual vacancy and such appointments shall be valid until the date of the next Annual General Meeting.

    1. The appointment of Patron, Vice Patrons and other ex-officio roles shall be by invitation of the Officers. Such appointments shall be reviewed annually and appointments announced at the Annual General Meeting.
    2. The appointee may resign the appointment at any time without providing reasons to the Executive Committee.

    The awarding of honoraria payments to any Officers or executive appointees shall be determined by a resolution passed at any Annual General Meeting or Special General Meeting.

    The business of the Society shall be managed by the Officers who shall have the power to act on behalf of the Society in order to achieve the objects of the Society and in particular, it shall have the power to do the following things:
    1. It may appoint or suspend any Member or Officer of the Society.
    2. It may institute, conduct, defend, abandon, or confess judgement in any legal proceedings by, or against, the Society or its Officers, or otherwise concerning the affairs of the Society, and it may compound, allow time for payment, or satisfaction of any debts, and or any claims by or against the Society.
    3. It may regulate and control its activities, direct and instruct its Officers, and establish and operate an insurance or reserve fund to protect the Society and its Members against the consequences of the loss, theft,or destruction of any postage stamps placed with the Society for sale or exchange.
    4. It may recommend Life Members for election at any Annual General Meeting
    5. It may invest any funds not required for immediate use, in such investments and upon such terms and conditions as it deems best in the interests of the Society.
    6. It may appoint Members to roles for any particular purpose to assist it in carrying out the objects of the Society, with delegated powers and duties as it shall think fit.

    Officers shall be indemnified by the Society against losses or expenses incurred by reason or any contract eneterd into, or any act or deed as such officer or servant, bona fide in the discharge of duties, and it shall be the duty of the Officers to pay any such losses or expenses out of the funds of the Society.

    No Member or person associated with that Member shall derive any income, benefit or advantage from the Society where they can materially influence the payment of the income, benefit or advantage except where it is for services rendered to the Society charged at current market rates for such services.

    1. All banking accounts operated on behalf of the Society shall be in the name of the Society and shall be kept at a bank or banks as the Executive Committee may determine.
    2. The signing officers of the Society on all banking accounts shall be the President and Treasurer and any other two signatories appointed by the Executive Committee. Any two of the above are empowered to sign bank withdrawal slips.
    3. The funds of the Society shall be under the control of the Executive Committee, who shall first pay off current expenses and thereafter for such purposes as the Committee shall consider expedient for the promotion of the objects of the Society.

    1. The financial year shall begin on 1 April.
    2. The Annual General Meeting shall be held in the month of June.
    3. Meetings of the Executive Committee shall be held at least four times a year at such places as may be determined by that committee.
    4. General and Special General Meetings shall be held as often and at such times and places as the Executive Committee deem expedient.
    5. The Secretary may at any time call a Special General Meeting of the Society, and shall do so at the signed request from at least seven Members, providing alaways that all costs incurred in calling a Special Meeting are paid, in advance, by the signatories of the request.

    Every Annual General Meeting or Special General Meeting shall be convened by the Secretary by a notice, setting out the business to be transacted at such meetings, posted or emailed to Members at their last advertised address at least fourteen days before the date of the meeting.

    1. At Executive Committee Meetings, five shall form a quorum.
    2. At Annual General and Special General Meetings twelve Members shall form a quorum.
    3. Voting on motions at any meeting shall be by voice or a show of hands, and shall be determined by a majority of votes.
    4. Voting may be by secret ballot provided that a resolution is passed for such a ballot.
    5. Each Member, aged 18 or over, shall be entitled to one vote at each meeting.
    6. The President shall have a deliberative vote and a casting vote when such is necessary.

    Members shall, subject to the terms and conditions of any bylaws, be allowed the use of the publications belonging to the library.

    The Annual Accounts of the Society shall be reviewed and reported on by an independent person with appropriate accounting knowledge and presented to the Annual General Meeting for approval.

    The Registered Office of the Society shall be at the residential address of the Secretary or at any other physical address as nominated by the Executive Committee.

    The Society may add, alter or rescind any rule by vote of three quarters of the Members present personally, or by proxy represented, at a Special General Meeting convened for the purpose.

    Any Member desiring to be represented at such meeting by proxy shall be entitled by writing, to appoint any other Member of the Society the proxy vote, provided that all such proxies must be delivered to the Secretary prior to the time specified for such meeting. No Member may be a proxy for more than one other Member.

    The Society may be wound up on the decision to do so by a Special General Meeting called for that purpose, of which 21 days notice shall be given in writing by the Secretary to every Member and such resolution is confirmed at a subsequent Special General Meeting called for the purpose and held not earlier than 30 days after the date of the resolution to so wind up the Society.

    Voting by post shall be allowed under this rule.

    Before winding up and dissolution of the Society, all debts of the Society shall be paid and any balance of the Society's funds and assets shall be donated to the Association of Northern Philatelic Societies or such like body for the benefit of the hobby of philately.

    No distribution of any kind may be made to any Member.

These Rules were adopted at the Annual General Meeting held 18 June 2013. Rules 7 and 15 were amended at the Annual General Meeting held 17 June 2014. The above amended Rules supersede any previous Rules of the Auckland Philatelic Society.

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City and Country Memberships

Anyone living beyond the boundaries of Auckland City is a country member.

Within Auckland City:

In the north and west, those members who have a postal code 07xx, 08xx or 09xx are country members. Those who have a postal code 06xx are city members.

Within the Auckland isthmus, all those whose postal codes are 10xx are city members,. Those living on Waiheke and other Gulf islands (1010, 1081 and 1971) are country members.

In southern and eastern Auckland, those who have postal codes 20xx are city members, except that those who live at 2018 (Beachlands) are country members. Further south, those whose postal codes are 21xx are city members, except for 2120 (Pukekohe) and 2133 (Waiuku), who are country members. Those whose postal codes are 25xx or 26xx are country members.

These categories were approved by the Executive Committee in June 2013, and first published in the APS Newsletter in July 2013.


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