EMPIRE STATE POSTAL HISTORY SOCIETY CONSTITUTION
ARTICLE 1. NAME
The name of this organization shall be the EMPIRE STATE POSTAL HISTORY SOCIETY.
ARTICLE 2. PURPOSE
The purpose of this organization shall be to advance the knowledge of the postal history of the State of New York by means of educational and historical research: to acquire and disseminate through publication. exhibition or otherwise information relative to the organization and development of post offices and postal systems in the State of New York.
ARTICLE 3. MEMBERSHIP
Any person of good character who is interested in the postal history of the State of New York shall be eligible for membership and may be elected to membership in accordance with the By-Laws.
ARTICLE 4. OFFICERS
Section 1. The officers shall be a President, a Vice President, a Secretary, and a Treasurer, a11 of whom shall hold office until the second annual meeting following the date of their election, and nine (9) Executive Board members at large who shall hold office until the third annual meeting following the date of their election. These officers and Executive Board members at large shall constitute the Executive Board.
Section 2. The President. Vice President. Secretary, and Treasurer shall be elected biannually in the manner prescribed in the By-Laws. The offices of Secretary and Treasurer may be held by one person, but this is not required.
Section 3. Three (3) Executive Board members at large shall be elected each year in the manner prescribed in the By-Laws; except that upon the adoption of this Constitution nine (9) Executive Board members at large shall be elected, three (3) for a term of one (1) year, three (3) for a term of two (2) years and three (3) for a term of three (3) years.
Section 4. Vacancies occurring during a term of office shall be filled by the Executive Board and any appointee shall serve until the next election.
ARTICLE 5. ANNUAL MEETING
There shall be an annual meeting of the membership as a whole, to be called and held in accordance with the By-Laws. for the election of officers and for the transaction of such business as may legally come before such meeting.
ARTICLE 6. AMENDMENTS
The Constitution and By-Laws may be amended at any regular or special meeting of the Society by a two thirds affirmative vote of the membership casting ballots, provided notice of the proposed change or changes shall have been given to all members in good standing at least thirty (30) days prior to such meeting. The membership shall have the privilege of casting ballots for such amendments by mail.
ARTICLE 7. DISSOLUTION OF THE SOCIETY
!n the event that this Society shall dissolve, disband, or for any reason cease to function as set forth in Article 2. then the property and other tangible assets of the Society including, but not limited to, cash on hand, funds on deposit in the name of the Society, accounts receivable, stock of publications, contents of the library and any office equipment, shall be transferred to another philatelic society duly authorized and incorporated under the Laws of the State of New York, or to a New York State historical society or museum which has a significant interest in the postal history of New York State.
Choice of the institution receiving these assets shall be by majority vote of the Executive Board meeting in regular or special session.
It is the intent of this Article that none of the funds or other assets of the Society, at the time of dissolution, shall inure to the benefit of any individual member or members.
EMPIRE STATE POSTAL HISTORY SOCIETY BY-LAWS
ARTICLE 1. FISCAL YEAR
The fiscal year shall be the calendar year.
ARTICLE 2. MEMBERSHIP
Section 1. A11 membership applications shall be mailed or delivered to the Secretary on forms approved by the Executive Board and shall be accompanied by the required fees
Section 2. All membership applications shall be reported in the Society Bulletin and objections may be sent to the Secretary within thirty (30) days after such publication. The Secretary shall forward objections to the Executive Board for review and the decision of the Executive Board shall be final in all cases.
Section 3. The application fee shall be one Dollar ($1.00) and application for membership must be accompanied by the application fee. Said fee is not refundable in the event the applicant is not accepted for membership.
Section 4 The annual dues for membership shall be set by the Executive Board and announced in the December Bulletin: applicants filing in the second half of the year shall be charged one half the annual rate for that year. A11 dues submitted with an application shall be refunded if the applicant is not accepted as a member. Current members in good standing may become life members pursuant to a graduated dues schedule set by the Executive Board. This category of membership shall be known as “Paid Life Membership” to distinguish it from “Honorary Life Membership” provided for in Article 7.
Section 5. Any members who shall not have paid their annual dues by June 1 shall be held in arrears and shall be so notified by the Secretary. If the dues are not paid by July 1. the members shall automatically be dropped from membership and reported in the Society Bulletin.
Section 6. A resignation by a member in good standing may be submitted to the Secretary who shall cause it to be published in the Society Bulletin. Such resignation shall become effective thirty (30) days after such publication; unless objection is filed with the Secretary. A resignation by a member not in good standing shall be returned by the Secretary without action.
Section 7. Any member charged with conduct detrimental to philately in general or this organization in particular shall be suspended with or without prejudice on determination by the Executive Board that such a charge does in fact exist. On determination of the facts the Executive Board shall take such final action as it may deem appropriate, including dismissal. No member shall be dismissed without the opportunity to be heard and present a defense.
Section 8. Any member dropped from the membership rolls for non-payment of dues may be reinstated upon application and payment of one year’s dues plus the dues for the current year, provided the person shall receive a majority vote of the Executive Board for such reinstatement. Any member who may have resigned and who was in good standing at the time may be reinstated upon application and payment of current dues.
ARTICLE 3. MEETINGS
Section 1. The annual meeting of the Society shall be held during the first six months of the calendar year at such time and at such location as the Executive Board may determine; at which time the election of officers shall be held. Fifteen (15) members present in person or by duly executed full discretion proxy shall constitute a quorum for the transaction of business at the annual meeting. Written notice of such meeting shall be given to all members in good standing at least thirty (30) days prior to the date of such meeting.
Section 2. Special meetings may be called by the Executive Board at any time, provided notice thereof shall have been given to the membership at least ten (10) days prior to such meeting. Ten (10) members in good standing in good standing present in person or by duly executed full discretion proxy shall constitute a quorum for the transaction of business.
ARTICLE 4. ELECTION OF OFFICERS
Section 1., The President shall each year appoint a Nominating Committee to seek candidates for offices to be filled. Nominations may be submitted to the Nominating Committee by any member in good standing after obtaining the consent of the person nominated. In addition, members may nominate themselves. The Nominating Committee shall place in nomination at the annual meeting the names it has received, and further nominations may be made from the floor if a second is received and the nominee consents. In the event more than one person is nominated for the same office, paper ballots shall be used to resolve the election. A candidate for office need not be present at the meeting to be elected. Voting for officers of the Society shall be limited to those members in good standing attending the annual meeting in person or by duly executed full discretion proxy.
Section 2. The names and means of contacting the members of the Nominating Committee together with a call for nominations, statement of offices to be filled at the next annual meeting and list of nominations already received shall be published in the December Bulletin each year. Unless otherwise directed by the Committee nominations may be submitted as late as the day of the annual meeting. In the event the annual meeting will be held following publication of the March Bulletin, the call for nominations, etc., shall be repeated in the March Bulletin.
Section 3. The newly elected officers shall assume their offices as of the date of their election.
ARTICLE 5. EXECUTIVE BOARD
Section 1. The Executive Board shall have the general direction and control of the affairs of the organization. It shall formulate and decide all policies of the organization and shall direct the President to carry them out.
Section 2. The President shall act as chairman of the Executive Board but shall have no vote except in the instance of a tie vote.
Section 3. Regular meetings of the Executive Board shall be held semi-annually at such times and at such places as shall be determined by the Board. Special meetings may be called by the President or any three members of the Board on not less than fifteen (15) days notice in writing; specifying the time and place of such meeting.
Section 4. Six (6) voting members of the Executive Board shall constitute a quorum for the transaction of business.
ARTICLE 6. OFFICER’S DUTIES
Section 1. The President shall preside at all meetings of this organization and shall appoint all special and standing committees. The President shall be an ex-officio member of all committees.
Section 2. The Vice President shall preside in the absence of the President.
Section 3. The Secretary shall be the corresponding officer the Society, take and prepare minutes of annual membership meeting and all Executive Board meetings and have same published in the Society Bulletin, receive and acknowledge new member applications, maintain Society membership records in all respects including submission of membership changes to be published in the Bulletin and forwarding same to the Publications Committee in order to keep the Society mailing list current. The Secretary shall prepare an annual dues notice to be published in the December and March Bulletins and shall send the letter required by Article 2; Section 5 of the ByLaws to those members who have not paid their dues by June 1. The Secretary shall receive all dues payments in the first instance and forward them to the Treasurer as soon as they have been recorded. Unless otherwise directed by the Executive Board, the Secretary shall prepare a roster of current members and collecting interests at least annually for distribution to the Society membership.
Section 4. The Treasurer shall receive all moneys paid to the organization and shall keep such moneys (beyond a petty cash fund not to exceed $10.00) in an accredited financial institution under the name of the Empire State Postal History Society. The Treasurer shall pay all bills which exceed $5.00 by check. Payment of all bills and other proper obligations of the Society in excess of $100.00 above the amount specified in the approved budget must be authorized by the Finance Committee. The Treasurer shall keep a record of all moneys received and paid out and such record shall be available to the Executive Board at any time. The Treasurer shall render a written report at the annual meeting of all financial transactions of this organization, and, if requested by either the President or the Treasurer, the report shall be audited by a committee of not less than two members of the Society appointed by the President for that purpose.
Section 4a.- The Finance Committee of this organization shall consist of the President. Treasurer and one other member of the Executive Board who shall be appointed by said Executive Board. The Finance Committee shall prepare a proposed budget for the upcoming fiscal year and present same to the Executive Board at a meeting or by mail (including e-mail) no later than December 15 of the preceding year. Upon adoption the proposed budget and any amendments thereto shall become the approved budget for the coming fiscal year. The Finance Committee will evaluate all matters referred to it by the Treasurer.
Section 5. Officers at the expiration of their terms of office shall deliver to their successors all books, papers, moneys or other property of this organization in their possession and shall not be relieved of their obligations until this section has been complied with.
Section 6. Each elected officer shall hold office until his or her successor is duly elected and takes office.
ARTICLE 7. HONORARY LIFE MEMBERSHIP
Section 1. There shall be a separate class of membership: known as “HONORARY LIFE MEMBER.” Membership in this class shall be attained only by majority vote of the Executive Board, meeting in regular or special session.
Section 2. Honorary Life Membership shall be granted generally for meritorious service to the Society over a period of years No person with less than five (5) years membership in the Society shall be eligible for election to Honorary Life Membership.
Section ?. Honorary Life Members shall be entitled to all the rights and privileges of regular members, including the right to vote and to hold office. There shall be no annual dues assessed to Honorary Life Members and they shall be free of such payment for life.
The Constitution and By-Laws of the Empire State Postal History Society were approved at a regular meeting of the Society on April 20, 1969.
Article 6: Section 4 of the By-Laws was amended at a regular meeting of the Society on May 7, 1972.
Article 1 of the By-Laws was amended at a regular meeting of the Society on March 4, 1973.
Article 7 of the Constitution and Article 7 of the By-Laws were added at a special meeting of the Society on January 21, 1979.
Article 4: Section 2 of the Constitution. Article 4: Sections 4 and 5 and Article 6: Sections 4 and 4a were amended at a special meeting of the Society on October 4; 1981.
Article 2; Section 4 of the By-Laws were amended at a regular meeting of the Society on October 13. 1991.
Article 2: Sections 5 and 8. and Article 6: Sections 1. 3. 4. 5. and 6 of the By-Laws were amended at a regular meeting of the Society on October 10, 1993.
Article 4: Sections 1 and 2, of the Constitution were amended by mail vote of the Society in May, 2006. By-laws changes in May, 2006 by mail vote were: Article 1: Article 2: Sections 1, 2, 4, 5; 6, and 7: Article 3: Sections 1 and 2; Article 4: Sections 1 and 2: Article 5: Section 4: Article 6: Sections 3, 4, and 4a: Article 7: Sections 1.2, and 3 were amended; and Article 4: Section 3 was deleted while Article 4: Section was changed to Article 4: Section 3
Amended May 7. 2006