C O N S T I T U T I O N- Approved August 2000
Article I Name
The name of the organization shall be the South Hills Coin Club.
Article II Object
The object shall be to promote and encourage interest in numismatics. All members shall exert every effort to make it mutually beneficial by attending all meetings, participating in all activities, and encouraging new membership.
Article III Membership
The membership shall consist of Life Members, Senior Members, Junior Members, and Honorary Members.
Article IV Dues
Life and Honorary Members do not pay dues.
There shall be annual dues paid by each Senior and Junior Member.
Article V Officers
The officers shall be president, vice-president, secretary, and treasurer.
Article VI Board of Directors
There shall be a board of directors.
Article VII Meetings
There shall be regularly scheduled monthly meetings.
Article VIII Newsletter
There shall be a newsletter sent to each member prior to each regular meeting.
Article IX Amendments
Section I. Amendments to the Constitution shall be presented in writing at a general meeting. They shall be read to the membership and discussed at that meeting and voted upon at the following general meeting.
Section II. Voting shall be by secret ballot. Amendments shall be approved by a 2/3 vote of the voting members present.
Section III. The amendment, upon passage, shall be incorporated into the Constitution. The newsletter for the following meeting shall publish the approved amendment in its entirety.
B Y - L A W S- Approved August 2000
Article I Membership
Section I Life Members
A. There shall be a maximum of 3.
B. They shall be nominated by a majority vote of the board of directors.
C. Their nominations shall appear in the next newsletter.
D. Discussion shall take place at the next regularly scheduled meeting.
E. Voting shall be by secret ballot with a 3/4 majority of the members present required for approval.
F. Life members shall have all rights and privileges of membership
Section II Honorary Members
A. Can be nominated, elected, and removed by a majority vote of the board of directors.
B. Can not hold office or vote.
Section III Senior and Junior Members
After this time, reinstatement shall be the same as new members, except that they shall keep their original club number.
Senior Members are those who are at least 18 years old . Junior Members are younger than 18.
A. Application for Membership
1. Membership Application
The Applicant shall complete a membership application. It shall include all information deemed pertinent by the board of directors and shall be signed by the applicant and a sponsor, who is a voting member in good standing. The sponsor shall be entitled to a membership bonus prize. Membership dues and an. initiation fee shall accompany all applications. This initiation fee may be revised annually. In the case of rejection, at any point in the membership process, all monies shall be returned to the applicant.
2. Screening of Applicant
The board of directors shall review all applications for membership with the intent of approving only those applicants that shall make satisfactory members and who have fulfilled the membership requirements. If an applicant is deemed unsuitable for membership, the sponsor shall be informed by a representative of the board. The sponsor may then appeal the board's decision to the membership at a regular meeting.
3. First Reading
The applicant must be present at a general meeting. The applicant shall introduce himself/herself to the membership and state his/her collecting interests. Pertinent questions may be asked of the applicant at this time.
4. Second Reading
At the next general meeting that they attend, there shall be a membership vote for the applicant. The vote shall be by a show of hands with the applicant out of the room. If there are any negatives or if any voting members requests, a secret ballot shall be held. Three negative votes shall constitute rejection of the applicant.
5. Automatic Membership
Any person may be automatically admitted to membership if an immediate family member, who resides at the same address, is a voting member in good standing. An application form shall be required. Payment of dues shall accompany the application, however no initiation payment shall be required.
Dues may be revised annually. If a new member is admitted, after November 1, then the member shall owe no dues for the following year. Members whose dues are not paid by the April meeting shall be declared delinquent and shall lose their membership.
C. Voting Rights
1. Senior member can vote in all elections and at all general meetings.
2. Junior Members can not vote.
D Re-Instatement of Membership
A person shall be automatically re-instated to membership upon paying of dues if it occurs in the calendar year of delinquency.
Article II General Meetings
Section I. General Rules Governing Meetings
A. Ten percent of the total voting membership shall constitute a quorum.
B. General Meetings shall take place on the second Tuesday of every month.
C. Additional Meetings can be called by the board of directors.
D. Robert's Rules of Order shall be observed in all matters not covered by this Constitution and By-Laws..
E. The fiscal year shall be from January 1 to December 31.
F. Guests may only attend two meetings per year without applying for membership.
Section II. Door Prizes
There shall be at least one door prize whose values shall be determined by the financial status of the club. Only members in good standing shall be eligible for a prize.
Section III. Attendance Award
There shall be a $5. attendance award for each general meeting except December. A single name shall be pulled from the membership container. If the member is not present at the time of the drawing, then $5 shall be added to the award for the next meeting, to a limit of $25.
Section IV. 50/50
Any person present may purchase 50/50 tickets.
The club may run a 50/50 where one-half of the total money taken in, shall be dispersed to a single ticket holder drawn from all the 50/50 tickets sold. The remaining half shall go to the club treasury.
Section V. Coinarama
There shall be a group of lots offered at each general meeting as prizes. The winner of each prize shall be determined by a random drawing from each coinarama ticket sold. The total value of these prizes shall be determined by the financial status of the club. Any person present may purchase coinarama tickets.
Section VI. Auction
Any member may submit up to 5 lots for the auction. A record of auction lots for each person shall be kept in duplicate, with the club and the submitter each keeping a copy. Submissions shall be at the general meeting prior to the auction. A 25 cent auction fee per lot shall be collected at the time of lot submission. This fee shall be charged whether the auction lot sells or not.
Article III Officers
Section I. Nominations, Elections, and Term of Office
A. Nominations shall be accepted at the November and December general meetings in even numbered years. The nomination can be made orally or in writing. If in writing, it must be signed by the nominator.
B. Any Life or Senior Member who has been a member for one year may run for office.
C. The current vice-president shall automatically become the next president.
D. The vice-president, secretary, and treasurer shall be elected for a two year term.
E. If the president leaves office, then the vice-president assumes the presidency and completes the balance of the president's term as well as his own two year term. A new vice-president shall be elected at the next general meeting after the election announcement appears in the newsletter. The new vice-president shall be elected for the same duration as the succeeding president.
F. If the vice president leaves office prior to the end of the term, a new vice-president shall be elected at the next meeting after the election announcement appears in the newsletter.
G. If the secretary or treasurer leaves office before their term expires, the President shall appoint a replacement.
H. All votes shall be by show of hands, however if any members requests, a secret ballot shall be held.
I. Election for officers shall take place at the December meeting with new officers being installed at the next general meeting.
J. At the end of each officer's term, all monies, pertinent information, and club materials shall be turned over to their successors.
Section II. Duties of the Officers
1. Presides at all meetings.
2. Appoints chairman of all committees.
3. Is an Ex-Officio member of all committees.
4. Is the chairman of the board of directors.
5. Calls meetings of board of directors.
1. Performs the duties of the president in the president's absence.
2. Performs the duties of the secretary and/or treasurer in their absence.
3. Supervises the Door Prizes.
4. Supervises the Attendance Award.
5. Supervises the 50/50.
6. Supervises the Coinarama.
7. Supervises the Auction.
1. Receives and disburses all monies.
2. Presents a financial report at each general meeting.
3. Notifies the secretary of all dues payments.
4. Maintains the membership container for the Attendance Award.
5. Presides at meetings in absence of the president and vice-president.
1. Keeps a written report of all transactions.
2. Take minutes of all meetings.
3. Keeps records of all members.
4. Handles needed correspondence.
5. Edits, prints, and delivers the newsletter.
6. Issues membership cards.
7. Supervises the club library.
8. Maintains a $100. petty cash fund for the newsletter and other correspondence.
9. Does not pay dues.
10. Presides at meetings when the other officers are not present.
Article III Board of Directors
Section I. Membership
The members of the board of directors shall consist of the current officers and the past presidents.
Section II Duties of the Board
A. Shall review membership applications in case of disputes.
B. Shall meet to discuss important issues at the request of the president or any three board members.
C. Shall review all dismissal charges against a member. If the member is a board member, then that member shall be excluded from the hearing.
D. Shall call additional general meetings or cancel a regularly scheduled meeting.
E. Reports all actions to the next general meeting.
Article IV. Committees
The committees of the club shall consist of program, show, library, and purchasing.
Article V. Club Expenditures
Only the president, secretary, treasurer, and committee chairman may spend money in the name of the club. Only expenses within the scope of their duties shall be allowed.
Article VI. Dismissal
Section I. Grounds
Any member who violates the Constitution or By-Laws of the club, or who exhibits illegal or unethical behavior not conducive with the spirit of the club shall be dismissed.
Section II. Procedure
A. Any member may bring up charges against another member or officer.
B. All charges must be presented in writing to the president, who shall call a meeting of the board of directors to investigate.
C. If the board decides the charges are valid, the member is dismissed.
D. The dismissed member has a right to appeal the ruling to the next general meeting. A majority vote of the voting members present can overturn a dismissal.
E. Dismissal takes place immediately.
Article VII Amendments
Section I. Amendments to the By-Laws shall be presented in writing at a general meeting. They shall be read to the membership and discussed at that meeting. They shall be voted upon at the following general meeting.
Section II. Voting shall be by secret ballot. By-Laws shall be approved by a 2/3 vote of the voting members present.
Section III. The amendment, upon passage, shall be incorporated into the By-Laws. The newsletter for the following meeting shall publish the approved amendment in its entirety.