PYC Constitution

The name of the Society shall be “The Philatelic Youth Council of New Zealand Incorporated”. Hereinafter called “The Society”.

The objects of the Council are:

1. To promote the hobby of stamp collecting among young persons aged up to 22 years of age.
2. To hold sales of Philatelic material.
3. To publish books, magazines, catalogues, newsletters, newspapers and bulletins.
4. To issue information pertaining to the objects of the Society.
5. To acquire, hold, mortgage and dispose of any real or personal property and any rights and privileges which the Society shall think necessary or convenient, for the purpose of attaining the objects of the Society or promoting the interests of the Society or of its members.
6. To do all such things as are incidental or conducive to, the attainment of the above objects, or which may enhance the value of the Society’s assets.

1. The Officers of the Society shall consist of a Chairperson, a Vice Chairperson, a Secretary, and a Treasurer, each being Executive Council members.
2. Executive Council members shall consist of the four Officers, a New Zealand Philatelic Federation delegate responsible for youth, the New Zealand Philatelic Federation appointed delegate to the FIP Youth Commission, and not less than three, nor more than five other persons.
3. Election of Executive Council members shall occur at the Annual General Meeting of the Society.

1. The members of the Society shall be the persons who subscribe to the application of Incorporation of the Society.
2. Other persons may become members with the approval of the Executive Council by completing an application form available from the Society, which form shall be signed by the applicant, and duly proposed and seconded by two existing members.
3. The Executive Council shall not be required to give any reason for any person’s acceptance or refusal to membership of the Society.
4. An entrance fee of such sum as shall be determined by a resolution passed at any General meeting of the Society shall be paid by all members upon acceptance of their application. No further fees shall be payable.

1. A person shall cease to be a member by forwarding a written resignation to the Society, or by being expelled under Rule 6.(d), and such person shall thereupon cease to have any right to the privileges or property of the Society, and forfeits any claim against the Society.

1. The Executive Council shall conduct all business of the Society and shall transact all matters arising between meetings, and shall report to the next General Meeting.
2. Any vacancy occurring on the Executive Council, may be filled by invitation, providing that the person invited is a member of the Society.
3. The Executive Council shall have the power to co-opt any Society member for any reason and for such period as it deems fit to attend and take part in Executive Council meetings.
4. The Executive Council shall have the power to qualify or suspend the rights and privileges of any member, and shall have the power after enquiry to expel any member who has been guilty of conduct detrimental to the interests of the Society. Notice of such qualification, suspension or expulsion shall be given by registered post to this member, who shall within 30 day of receipt of such notice, have the right of appeal to a Special General meeting of the Society.

1. The Annual General Meeting of the Society shall be held on a date to coincide with, or at any time prior to the Annual General Meeting of the New Zealand Philatelic Federation (Inc).
2. Ordinary General meetings shall be held at such times as decided by the Executive Council.
3. Executive Council meetings may be held from time to time as decided by the Executive members. Resolutions passed and decisions made shall be reported to members at the next General meeting following.
4. Special general meetings may be called jointly by the Secretary and Chairperson, at any time and place, provided there is due and just reason so to do. The Secretary shall call a Special General meeting if so requisitioned by three or more members. This requisition must be in writing and signed by the members, and must state the purpose of the meeting. All meeting costs such as venue, printing and posting notices of the meeting, shall be paid in advance by the members signing the requisition of such a Special General meeting.

1. Every Annual General Meeting, or General, or Special meeting shall be convened by the Secretary. A written or printed notice of every such meeting shall be delivered to each member of the Society at their last advised address, at least 21 days before such meeting.

1. Six members shall be a Quorum, of which at least three shall be Executive Council members, at Annual, General or Special General meetings.
2. Voting shall be by voices or by a show of hands and shall be determined by a simple majority. Any member may demand a secret ballot. The Chairperson shall have a deliberation and also, when necessary, a casting vote.

1. These Rules may be altered, or rescinded at any Annual General meeting or at a Special General meeting called for that purpose. Notice of any proposed alteration shall be given in writing to the Secretary at least 30 days before the date of such meeting. The full text of the proposed alteration and notice of such meeting, shall be given to each member of the Society at least 21 clear days before such meeting.
2. The Society may from time to time make additional regulations and bylaws as it sees fit. Such regulations and bylaws may only be approved at an Annual General meeting of the Society, of which at least 21 days notice in writing has been given to its members. The making, amendment or rescission of any regulation or bylaws pursuant to any Rules, shall not be deemed to be an alteration of the Rules. Any such regulations or bylaws shall not be in variance with the objects or rules of the Society.
3. No addition to or alteration of rule 14 shall be approved without the New Zealand Inland Revenue Department’s approval.

1. The financial year of the Society shall end on the 30th of September. The signing officers of the Society shall be the Treasurer and the Chairperson or the Secretary. The Treasurer and one of the above two must sign cheques or withdrawal slips for and on behalf of the Society. Any one of the above is empowered to endorse cheques for payment into the Banking account of the Society.
2. A Banking account in the name of the Society shall be kept at such bank as the Executive Council may decide.
3. The Funds and Property of the Society shall be applied solely in promotion of the objects of the Society.
4. The Society has power to borrow such funds as are required to carry out its objects and may give security over all or any of its assets and undertakings. The Society has power to invest funds in any manner in which it thinks fit notwithstanding that the securities are not classified as Trustee Securities at law.
5. An Auditor shall be appointed to audit the accounts of the Society and shall report thereon to the Annual General meeting. The appointment shall be made at the Annual General meeting for the next ensuing year.

1. The Society shall have a Common Seal which shall be kept in the custody of the Secretary. The Common Seal shall be affixed to any such document as required by law or as directed by resolution at a General meeting. The Common Seal shall be affixed by the Secretary in the presence of one other Executive Council member and each such document shall be signed by both.

1. Every member of the Society shall be indemnified by the Society against losses or expenses incurred by reason of any contract entered into or any act or deed by them as an officer or servant bona fide in the discharge of their duties as authorised by the Executive Council. It shall be the duty of the Society to pay any such losses or expenses out of the funds of the Society.

1. Before any winding up and dissolution of the Society all debts due by the Society shall be paid. Any balance of the Society’s funds or assets shall be reserved in such manner and for such purposes as the Society may think fit consistent with the object of the Society.
2. The Society may be wound up voluntarily on the decision to do so by a General meeting called for that purpose of which ten days notice shall be given in writing by the Secretary to every member of the Society. If such resolution is passed, a subsequent Special General meeting shall be called and held not earlier than thirty days after the date of the resolution. At this Special General meeting the resolution to wind up the Society shall be confirmed. Voting shall be determined by a simple majority. Members may cast their vote by attending the meeting or by Postal Vote.
3. The net assets of the Society following winding up shall be disposed of at the discretion of the members and be disposed of for the use of youth philately or to the New Zealand Philatelic Federation (Inc) for the use of youth philately in New Zealand.