NEW ZEALAND PHILATELIC FEDERATION

Bylaws and Policies

Version 2025

Contents

0. Preface
1. Federation Purpose
2. Registered Office
3. Subscriptions
4. Executive
5. Member Delegate Officers
6. Consultants
7. General Meeting Member Voting
8. Finances
9. Executive Role Descriptions
10. National Management
11. International Management
12. Changes to Bylaws and Policy

0. PREFACE

0.1 Reference: This document is to be read in conjunction with the Constitution of the New Zealand Philatelic Federation (‘Federation’ in this document.)

0.2 Section / Clause Numbers: Section / Clause numbers referred to in this document relate to the Section or Clause number in the Constitution.

1. FEDERATION PURPOSE

1.1 Relationships (Clause 3.1a):

  1. Federation shall maintain membership of the Federation Internationale Philatelie (FIP) at world level and Federation Inter Asian Philately (FIAP) at regional level
  2. Federation shall consider having accords with other countries Federations where it is deemed to benefit membership of the Federation and assists its purpose.
  3. Current accords are to be kept on a register by the Secretary and made available to Members and Officers on request.

2. REGISTERED OFFICE

2.1 Unless there are specific reasons not to, the registered office of Federation shall be the current address of the Secretary.

3. SUBSCRIPTIONS (Section 4)

3.1 The annual subscription for Members shall be based on the membership numbers of the Society, while Trust and Overseas Members will be a set fee per member. The rates for these categories is the figure set by the requirements of Clause 4.6a.

4. EXECUTIVE (Section 8)

4.1 Minimum Executive: The minimum committee of 6 shall be the President, Secretary, Treasurer and 3 delegates.

4.2 Normal Executive: The normal committee will be no more than 12 members consisting of:

  1. President, Secretary, Treasurer, and up to two specific tasked Executive Officers
  2. 6 Delegate Officers representing the membership regions (two per region) and additional Delegates Officers representing specialist groups that are deemed to have input required for Federation to reach it stated purpose.
  3. Specific tasked Officers may include the immediate Past President and an appointed Webmaster.
  4. Additional Delegate Officers may include Philatelic Judges (PJNZ) representative or Stamp Dealers (NZSDA) representatives.

5. MEMBER DELEGATE OFFICERS

5.1 Regions: New Zealand is considered to be in three regions, Northern, Central and Southern. Each region is entitled to appoint two Delegates to be Officers of the Executive as ‘Delegate Officers’.
5.2 Appointment: All Delegate Officer positions are appointments by the Executive based on the written or verbal recommendation from the region that the Delegate Officer is a member of. Where there is a vacancy of a Delegate Officer for a Region the Executive may appoint a temporary Delegate Officer until the region makes a recommendation for the position.

6. CONSULTANTS

6.1. Consulting Representatives: The Executive may invite persons with appropriate skills and or specific interests to Executive meetings for the purpose of providing expert consulting advice. These individuals will not be entitled to vote at Executive meetings.

7. GENERAL MEETING MEMBER VOTING (Clause 5.5)

7.2 Voting Representation: The Authorised Representative for the Member or proxy shall be the person who casts votes for the Member (Clause 5.3).

8. FINANCES (Section 12)

8.1 Independent Review: The satisfactory system of control of the finances shall be to have the annual accounts reviewed by an independent and suitably qualified person.

9. EXECUTIVE ROLE DESCRIPTIONS

9.1 President: The President of Federation is to carry out the role as described in the Constitution and:

  1. Be able to make public comment on matters relating to Federation.
  2. Be a point of contact and oversee delegated representatives and outside stakeholders, notably NZ Post Collectables, NZ Stamp Dealers’ Association, Philatelic Judges New Zealand, FIAP and FIP.
  3. Produce and distribute reports and recommendations for decisions needing to be made urgently between formal Executive meetings.

9.2 Secretary: The secretary of Federation is to carryout the role as described in the Constitution and:

  1. Produce and distribute reports and recommendation for decisions needing to be made urgently between formal Executive meetings.
  2. Keep records relevant to Federation including but not limited to: Regular reporting to the rest of the Executive, Status of Philatelic Judges, Status of Philatelic Exhibitors nationally and internationally and Award recipients.
  3. Is a Trustee for the Fletcher Cole Trust.

9.3 Treasurer: The Treasurer of Federation is to carry out the role as described in the Constitution and:

  1. Provide liaison to and from their region members and Federation.
  2. Provide an Independent review of the status of tasks directed towards achieving the Purpose of Federation.
  3. Undertake delegated tasks assigned from Executive Meetings.

9.4Delegate Officer: A Delegate Officer of Federation is to carry out the role as described in the Constitution and:

  1. Provide liaison to and from their region members and Federation.
  2. Provide an Independent review of the status of tasks directed towards achieving the Purpose of Federation.
  3. Undertake delegated tasks assigned from Executive Meetings.

10. NATIONAL MANAGEMENT

10.1 Awards: – Federation shall operate an Awards system that recognises service by individuals whose activities help both Federation and its Members achieve their aims. Current levels and criteria for awards are made available on Federation’s website

10.2 Sub-Committees (Clause 8.7) – Federation currently maintains a standing Federation Awards sub-committee tasked with assessing nominations received for Federation Awards and for making recommendations to the Executive.

10.3 Representatives: – Federation shall appoint suitably qualified people to act as its representatives where this is required as part of the various legal and membership requirements across FIP and FIAP matters. Federation also provides two representatives for the New Zealand National Philatelic Trust.

10.4 National Exhibitions: – Federation shall call for and approve applications from Members for the running of National Philatelic Exhibitions. Federation will maintain a guidelines document (available on the Federation website) to assist Members with the running of such events. Federation will appoint an Executive Committee Member or suitable representative to be the Federation co-ordinator on the Member event committee. The role of the Federation co-ordinator will be to ensure good liaison oversight to ensure that a successful event is managed and executed by the Member.

10.5 Interclub Activities: – Federation recognises the importance of holding national or regional interclub activities that will lead to the development and growth of individual collectors in their hobby. Whilst such events need not necessarily fall under or need Federation approval, Federation will assist in supporting such events by providing necessary assistance and encouragement.

11. INTERNATIONAL MANAGEMENT

11.1 Role of FIP Commission Delegates: – Where individuals are assigned or voted in as Delegates to FIP Commission, the Delegate is to:

  1. Report to Federation on the activities of the Commission sending copies of Commission newsletters to Federation, advising Federation of Commission Meetings and arising any relevant issues with Federation Executive.
  2. Represent Federation and New Zealand (NZ) Member exhibitors to the Commission through newsletter and providing the Commission with a view on General Regulations of Evaluation (GREV), Special Regulations of Evaluation(SREV) and Guideline matters or changes from a NZ perspective.
  3. Keep in contact with known NZ Exhibitors that have an interest or exhibit in the Commission class. Advise exhibitors and others of developments. Linking exhibitor questions or suggestions back to the Commission. Encourage the development of new exhibits or exhibitors by promoting the Commission Class through relevant seminars, events and publications.

11.2 Role of Exhibit Commissioners: – Federation shall at its discretion appoint Commissioners to represent NZ exhibitors at either National or International Exhibitions. Details for the role and responsibility of Commissioners shall be kept up to date and published on the Federation website

12. CHANGES TO BYLAWS AND POLICIES

12.1 Changes to this document that do not require any adjustment to the Constitution of Federation are to be undertaken by a simple majority decision of the full Executive.