The Federation Constitution

 

1.NAME

 

The name shall be “The North Western Federation of Philatelic Societies”

 

2.THE OBJECTS OF THE FEDERATION SHALL BE

 

(a)  To bring together the Philatelic Societies in the area

 

(b)  To foster development of those Societies and to help in the promotion of new Societies

 

(c)   To create friendship and understanding between all affiliated Societies

 

(d)  To further the exchange of visits and displays

 

(e)  To promote Conventions and Exhibitions in conjunction with affiliated Societies

 

(f)    To promote and encourage study circles

 

(g)  To form a panel of those speakers willing to give talks and / or displays, and to circulate, from time to time, lists of such speakers.

 

(h)  To circulate an exchange packet among members of the affiliated Societies

 

(i)    To further the interests of philately in any other manner

 

3.MEMBERSHIP

 

(a) Membership of the Federation shall be open to any Philatelic Society in the area approved by the Council, at present the counties of Cheshire, Cumbria, Greater Manchester, Lancashire, Merseyside, the High Peak of Derbyshire and North Wales Coast.

 

(b) Any Society desirous of ceasing affiliation shall give notice in writing not less than three clear months before the end of the current financial year, to the Honorary Secretary Federation, and no part fees or subscriptions already paid shall be returnable.

 

(c) Any Society whose subscription has been in arrears for two financial years shall be deemed to have ceased to be affiliated to the Federation.

 

4. MANAGEMENT

 

(a)  The affairs of the Federation shall be conducted by the President, the Council and the Executive Committee and Officers of the Federation.

 

(b)  The Council shall consist of Delegates appointed by each Society, the Officers of the Federation and the immediate past Chairman of the Federation.

 

(c)   The appointed Delegates shall be on the basis of one delegate for every fifty members or part thereof, with a maximum of three delegates from any one Society.

 

(d)  The Executive Committee shall consist of the Chairman of the Federation, Honorary Secretary, Honorary Treasurer and Committee Members.

 

(e)  The Officers of the Federation shall consist of the Chairman, Vice-Chairman, Honorary Secretary, Honorary Treasurer, Honorary Packet Superintendent, and all others listed under “Officers of the Federation” in the Federation Handbook.

 

(f)    The Council shall appoint from among the members such Sub-Committees as it shall deem necessary and expedient, and may depute or refer to them such of its powers and duties as it may determine.

 

(g)  The dignity of President shall be conferred annually upon a distinguished member of an affiliated Society.  The President shall, ex-officio, have the right to attend any meetings of the Council, Executive Committee, or any Sub-Committee.

 

(h)  The Societies whose delegates are appointed as Officers shall have the right to nominate an alternative delegate, in which case the Officer concerned shall automatically cease to be a delegate.

 

(i)    Members of affiliated Societies who are not members of the Council may attend Council meetings but may not speak unless invited to do so.

 

(j)    The Council and Executive Committee shall have the power to co-opt members in an advisory capacity.

 

5. THE ANNUAL GENERAL MEETING

 

(a)  The Annual General Meeting of the Council shall be held not later that 31st May.

 

(b)  At least 21 days written notice of such a meeting shall be given, published in the March edition of FedLet.

 

(c)   Nominations for election of Officers will be accepted at or before the Annual General Meeting, but notices of motions to be moved at an Annual General Meeting shall be notified to the Secretary of the Federation not less than 28 days before the date of the Annual General Meeting.

 

(d)  The Annual General Meeting shall confer the honour of the President and shall elect the Officers and the Executive Committee for the ensuing year.

 

6. OTHER MEETINGS

 

(a)  The number of meetings annually shall be not less that 2 and not more than 4, including the Annual General Meeting.

 

(b)  14 days written notice shall given to all members of the Council of all ordinary meetings.

 

(c)   The Council shall have power to fill any vacancies that may arise between Annual General Meetings.

 

(d)  An Extraordinary General Meeting of the Council may be called at the written request of not less than 7 members of the Council.  14 days written notice shall be given of this meeting, which shall be called by the Honorary Secretary within 28 days of the written request.

 

7. QUORUM

 

(a)  The Quorum for any Council meeting shall be not less than 10 delegates, including the Officers.

 

8. VOTING

 

Voting at Council meetings shall be by show of hands or by ballot at the discretion  of the Chairman.  All Officers except the Chairman shall have a right to vote, but the Chairman shall have a casting vote in the case of a tie.  Except as provided in Rule 10(b), any resolution or election shall be decided by a majority of votes.

 

9. FINANCE

 

The financial year shall end on the 28th February in each year

 

The annual subscription payable by affiliated Societies shall be determined from time to time by the Annual General Meeting or by an Extraordinary General Meeting.

 

Subscriptions shall become due on 1st September each year, based on the previous season’s membership, and payable in advance.

 

The Federation shall cause its accounts to be regularly entered in proper books, and the balance sheet shall be laid before the Annual General Meeting.

 

The Council shall be authorised to reimburse the whole or part, at their discretion, of reasonable expenses incurred by the President and Officers, members of the Council and of any Sub-Committees on Federation business, such as postage, printing, the transport of frames etc, but excluding travelling expenses to and from meetings of the Federation.

 

10. RULES

 

The rules may only be amended at the Annual General Meeting, or at an Extraordinary General Meeting called for that purpose.

 

No amendments of these rules shall be deemed to be carried unless the number voting in favour is not less than two thirds of those present and entitled to vote.

 

Notification of any amendment to these rules shall be given in writing to the Secretary of each affiliated Society within 28 days of the passing of such amendment.

 

The Chairman shall be the sole authority for the interpretation of these rules, and the decision of the Chairman upon any question of their interpretation, or upon any matters affecting the Federation and not provided for by these rules, shall be final and binding on the affiliated Societies.

 

11. GENERAL

 

The Council shall have the power to act in all matters not covered by the foregoing rules and shall have the custody and control of all property which may be acquired in connection with, and of all gifts and bequests to, the Federation.

 

The Council shall be authorised to delegate any of the powers, conferred by the foregoing rules, to the Executive Committee.