Constitution

Name

1. The Association shall be called the Association of Scottish Philatelic Societies

Objects

2. The Association shall have as its objects the co-ordination and furtherance of the interests of member societies; the encouragement of new philatelic societies; giving advice and encouragement to collectors and the furtherance of the study of philately in all its branches. In this connection it shall arrange an annual Congress sponsoring at it a National Exhibition and shall award distinctions of various kinds to prominent philatelists.

The Association may when deemed expedient publish papers and addresses delivered at the annual Congress or at meetings of member societies. It may also arrange exhibitions other than at Congress.

Membership

3. The Association shall be composed of philatelic societies in Scotland and Scottish branches of philatelic societies but may in special circumstances admit to membership other philatelic societies. Kindred bodies may be admitted as Observer Members.

Subscription

4. The annual subscription shall be decided at the Council Meeting used to set the Association’s annual budget. Any member society whose subscription remains unpaid at Thirtieth September shall be debarred from the privileges of membership until the subscription in arrears is paid.

Council

5. The affairs of the Association shall be managed by an Council which shall consist of one representative appointed by each member society.

Office Bearers

6. At the Annual General Meeting the Council shall appoint from among their number a President and a Vice-President who shall hold office for one year. but shall not be eligible for election to the same office until the lapse of one more year.

They shall also appoint a Secretary, a Treasurer (both offices may be held by one person) and a National Exhibition Secretary each of whom shall hold office for a minimum of 5 years and no more than 10 years and any other office bearers as may be approved. These appointments may be made from outwith the Council but in that event the persons appointed shall have no vote. Office bearers other than the President and Vice-President may be paid honoraria, the amount of which shall be determined by resolution at the Annual General Meeting.

At this meeting an Accounts Examiner shall be appointed for a period of one year and he shall be eligible for re-election. The Accounts Examiner may or may not be a member of the Council but may attend meetings.

Honorary Office Bearers

7. The Council shall have power, should occasion arise, to appoint Honorary Presidents or Honorary Vice-Presidents, who shall not, by virtue of their office have any voice in the management of the Association.

Meetings

8. The Council shall meet for the transaction of the business of the Association at least twice a year at such time as they may determine.

A special meeting may be called at any time by the President, whom failing, the Vice-President and shall also be called on a requisition in writing signed by at least one third of the Members of the Council.

The Annual General Meeting of the Council shall be held at Congress and not later than 31st May for the purpose of receiving a report by the Secretary for the year and of electing office-bearers who will thereupon assume office, and transacting any other competent business.

Notice and Quorum

9. At least fourteen days’ notice shall be given of meetings of the Council. One third of the total members of the Council shall form a quorum.

Chairperson

10. The President shall preside at all meetings of the Council and failing him the Vice-President. If neither of these office bearers is present, the meeting shall appoint a Chairperson.

Voting

11. At meetings of the Council, Standing Committees or Sub-Committees, each member including the Chairman shall have one vote; in the event of an equality of votes the Chairperson shall have a casting vote. Observer Members shall not have a vote.

Accounts and Reports

12. The Treasurer shall keep correct books of account showing the financial affairs of the Association and shall prepare a statement of the financial position for the year ending 31st December, to the Annual General Meeting of the Association. The statement shall be certified by the Accounts Examiner of the Association.

Copies of the Accounts shall be sent to each Member of the Council along with the Notice calling the AGM.

Committees

13. The Council may appoint standing, sub or ad hoc committees with powers to co-opt members from outwith the Council for any purpose within the Objects of the Association. The convenorship, size, duration or powers of such committees shall be determined by the Council.

Alteration of Constitution

14. The Constitution may be altered only by a resolution passed by majority of two thirds or the nearest number to two thirds of the members of the Council present at a Meeting of which at least one month’s notice has been given specifying in exact detail the terms of the alteration proposed.

Wind-Up

15. In the event of the Affairs of the Association being wound up, the assets of the Association shall be passed to the Secretary of The Association of British Philatelic Societies, or its successor, for safe keeping so that they may be available for the benefit of any future association of philatelic societies in Scotland being formed.

as amended, 16th October 2021

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