Northwest Illinois Stamp Club Bylaws

(Note: these bylaws are tentative only. They govern the Northwest Illinois Stamp Club until the formation of an Executive Board, and may be adopted or revised by the Executive Board at the Board’s discretion.)


This organization shall be known as the “Northwest Illinois Stamp Club”, referred to hereafter as “Club”.

Article II. Purpose

The purpose of the Northwest Illinois Stamp Club is to bring together those persons interested in philately of all types and for stamps of all nations, and for the purpose of sharing their interests in stamp collecting, postal history, and other related subjects.

ARTICLE III. Membership & Dues

Section 1. Membership in this Club is open to all persons interested in philately, subject to the rules and regulations provided herein.

Section 2. Members shall be of two groups: Adult and Youth.

  1. Adult members shall be 18 years of age or over, and shall have the right to vote and hold office.
  2. Youth members shall be under the age of 18 years, and may participate in all Club services and functions, and shall not vote or hold office.
  3. A family membership shall be made available to all interested persons of the same household.

Section 3. Voting rights: Each member shall be entitled to one (1) vote in each matter submitted to a vote of the membership, except that youth members may not vote.

Section 4. Annual dues shall be:

Adults members:                             $10.00

Youth members:                              $5.00

Family membership:                      $15.00 (regardless of size)

Section 5. Dues are due and payable at the first scheduled meeting in January. Payment of dues covers membership for the Club calendar and fiscal year (January 1 to December 31). New members are required to pay dues at the time of application for membership. Members joining after June 30 shall pay half the annual rate for their category of membership. Any member failing to pay dues within thirty days of the due date shall be considered not in good standing, subject to suspension from any committees of which he or she shall be a member, and otherwise deprived of benefits of membership in the Club. Any member failing to pay dues within sixty days of the due date shall be dropped from the official Club roster.

Section 6. A member in good standing may resign from the Club at any time, said resignation to be in writing, so long as all debts and obligations are fulfilled.

Section 7. Reinstatement may be made after making application as established for new members (Article II), provided that any indebtedness to the Club is paid in full, or satisfactory arrangements for this payment are made.

Section 8. The Northwest Illinois Stamp Club abides by the APS Code of Ethics. Members found guilty of fraud, dishonesty, or conduct unbecoming a member may be suspended for a specific period, thereby losing rights and privileges of membership, or expelled. Charges against such members must be made in written form to the Executive Board, who will present such charges to the accused at least ten days prior to a hearing before the Board. The Board can sustain or reject the charges, the records of the case to be preserved in the minutes of the Club.

ARTICLE IV. Officers

Section 1. Elected officers shall be a President, Vice President, Secretary, and Treasurer. All such officers make up the Executive Board. Elective officers shall serve for a period of one year, or until their respective successors have been elected, as provided under “Elections.”

Section 2. The President has general supervisory powers over all matters concerning the Club. This officer is an ex-officio member of all committees, makes all appointments provided for in the bylaws, or other appointments as necessary, and shall otherwise perform all duties delegated by the bylaws or otherwise assigned by the membership at a duly called meeting. The President shall appoint the committees specified in Article VII, Section 1, and such other committees as the Executive Board determines are necessary.

Section 3. The Vice President will assist the President in the conduct of the Club. In the absence of the President at any meeting, the Vice President shall act as President. In the event of death, disability, resignation, or removal of the President, the Vice President shall succeed to the office of President.

Section 4. The Secretary shall keep an accurate and permanent record of the minutes of the meetings of the Club and the Executive Board; maintain a complete record of membership, including applications, admissions, deaths, resignations, suspensions, expulsions, and reinstatements; issue membership cards and receipts; and countersign, register, and attest to legal documents signed by the President. Any funds collected in the name of the Club shall be turned over to the Treasurer.

Section 5. The Treasurer shall take charge of all monies, properties, and securities of the Club. All dues and other receipts of the Club shall be deposited in a bank to be designated by the Executive Board. This officer shall pay all bills and other obligations against the Club upon authorization by the Executive Board.

Section 6. The Executive Board shall consist of the President, the Vice President, the Secretary, and the Treasurer. The Immediate Past President shall be considered an ex officio member of the Executive Board. It shall be the duty of the Executive Board to be the administrative body of the Club and to be responsible for its general welfare. It must approve all expenditures in excess of $25 to be made in the name of the Club.

Section 7. No officer shall receive compensation for services in the performance of the duties of office, except reimbursement for administrative expenses.

ARTICLE V. Elections

Section 1. The annual election of officers shall take place at the last meeting of the fiscal year.

Section 2. Sixty days prior to the election, the President shall appoint a Nominating Committee whose duty shall be to canvass the membership and propose to the Club a slate of officers: A President, Vice President, Secretary, and Treasurer.

Section 3. Thirty days prior to the election, the Nominating Committee shall announce to a meeting of the Club its proposed slate of officers.

Section 4. Nominations may be made from the floor or by petition signed by 1/3 of Club members in good standing, such nominations to be made at least thirty days prior to the election. Consent of nominees is required prior to nomination.

Section 5. If offices are contested, it shall then be the duty of the Secretary to prepare official ballots, listing candidates for each office in alphabetical order.

ARTICLE VI. Meetings

Section 1. Roberts’ Rules of Order shall govern conduct of the meetings, except that reading of the minutes of the previous meeting is necessary only if a Club member specifically requests it.

Section 2. A quorum shall consist of [TBD] percent of the active Club members in good standing or [x members].

Section 3. Special meetings of the Club may be called by the President, or in his/her absence or disability by the Vice President, or at the discretion of the Executive Board, providing that notice of such special meeting is provided to every member in good standing of the Club. Such notices shall be sent to members no fewer than fourteen days prior to the calling of such special meeting.

ARTICLE VII. Permanent Committees

Section 1. Subject to approval by the Executive Board, the President shall appoint the following permanent committees of the Club.

  1. Program
  2. Publicity
  3. Membership
  4. Finance
  5. Newsletter
  6. Website

These committees will serve for the term of the incumbent President or until their successors are appointed by a succeeding President. The President, with concurrence of two-thirds of the Executive Board, may disband any permanent committee, remove individual members for cause, or add members when needed.


The fiscal year for the Club shall commence January 1st.

ARTICLE IX. Amendments

Section 1. These bylaws may be amended at a regular meeting by a two-thirds vote of a quorum.

Section 2. Notice of proposed amendments must be submitted in writing and signed by no fewer than 1/3 of Club members in good standing.

Section 3. The proposed amendment or amendments shall be read before a meeting of the Club not less than thirty days before a vote is scheduled. It (they) shall then be prepared in written form and distributed to the entire membership by mail at least one week prior to the meeting at which they will be finally considered.

Section 4. A second reading of the proposed amendment or amendments shall be made at the next regular meeting of the Club. If a quorum is present at this second reading, the members can vote acceptance or rejection of the proposed amendment or amendments.

Adopted this date: