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The association for the philatelically minded |
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Constitution of PhilaPro - Definitions and Terminology |
          1st March 2009 |
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The Association’s prime purpose is the provision of an advisory services for Members, who are involved in the philatelic hobby either as dealers or collectors of stamps, postal history or other philatelic related material by-
(a) philatelic associations and societies (b) providers of services for the philatelic industry concerning changes to any services provided Code of Ethics By completing the application for membership form to become a member of the association, all members are deemed to have pledged themselves to comply with the Code of Ethics Definitions & Terminology In these Rules, unless otherwise stated the following terms mean- "Association" means PhilaPro; "Financial Year" means the year ending 1st September; "Member" means an individual, (collector or dealer), of stamps, postal history or other philatelic related items that has had their PhilaPro application accepted and is up to date with their membership fees RULES ORGANISATION. At least 35 percent of the assets and income of the Association shall be applied solely in accordance of the Association’s Statement of Purpose. A Director, any other appointed Officer, Member or employee of the Association shall not be personally liable for monitory damages imposed on or incurred by the Association as a result of any action taken, or failed to have been taken by them in the course of performing their duties, unless the Director, appointed Officer, Member or employer of the Association- (i) carried out their duties in a negligent manner, or (ii) was shown to have been guilty of willful misconduct not conducive to the good performance and reputation of the Association, or (iii) was found guilty in a court of law of a breach of the laws of the state / country in which the breach of law occurred MEMBERSHIP. Membership of the Association will be open to any person who is an stamp dealer or collector, regardless of the level of philatelic knowledge, and if accepted, will be entitled to all the benifits of membership. Applications for membership must be made using the Official Application Form, which is available on the web site. All those who apply for membership of the Association shall be deemed to have read and agreed to comply with the Code of Ethics when they complete and submit the application form GRADES OF MEMBERSHIP There are no grades of membership as applied in some other associations. All members, regardless of being director, collector or dealer, are entitled to the same level of service MEMBERSHIP and JOINING FEES Some associations apply a joining fee, over and above the membership fee for new members. This can sometimes be up to 35% of the annual membership fee. The directors of PhilaPro will not endorse such methods and hence joing fees will never be applied. The Annual Membership Fee is payable on the 1ST September each year The Annual Membership Fee is displayed on the Association’s web site RECORD OF MEMBERSHIP A member may choose to display all, part or none of their personal details on the Association’s web site DISPUTES Whenever the Board of Directors becomes aware of a dispute involving one or more of its members,if requested by either party, contact will be made to try and establish a quick settlement of the dispute. If the Association is unable to resolve the dispute then the Board will decide the appropriate resolution and their decision will be final BREACHES OF THE CODE OF ETHICS If the Directors becomes aware that a member is in breach of the Association’s Code of Ethics, it shall investigate the claim to determine whether the Code has been breached and then make a decission as to what action needs to be taken should the member be found guilty. The member who is alleged to have breached the Code of Ethics shall be given the opportunity to present his case to the Directors before a final decision is made The Association will record all particulars of the alleged breach, along with all the evidence for and against the alleged breach as well as the basis on which the decision is made. The Directors, in determining the penalty that shall be imposed on a member who has been found in breach of the Code of Ethics, may apply one or more of the following
The Board of Directors shall comprise those members who financially set up PhilaPro Assistant directors may be appointed to special roles as the association expands The Committee will comprise the Directors and Assistant Directors as detailed above. ACCOUNTS The Accounts of the Association shall be maintained by the Treasurer, who will prepare returns of income and expenditure. The Association will maintain an account with PAYPAL and use this when ever possible for payment of expenses and the receipt of money. FUNDS The Funds of the Association will be mainly derived from Annual Membership Fees. Other services shuch as advertising will be considered secondry forms of income. CHANGES TO THE CONSTITUTION All motions to amend, add to or delete any part of the Constitution can be proposed to the Directors. Where the Directors feel that such changes should be voted on by members, this will be done either at a meeting or via email In the event of a meeting, these will be held via the internet, and members will be adviced of the details CUSTODY OF RECORDS AND PRIVACY The Directors will ensure that the records belonging to the Association are secure and properly preserved. All accounting, correspondence, membership details, all other administrative records and records of any meetings, should be held for seven (5) five years, or the minimum period according to the Law relating to the preservation of records in the country where the Association’s registered office is located. The Association will ensure that all personal information is treated as confidential and is secure. No information will be released unless permission is first obtained from the owner of that information. |
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