COLLECTORS CLUB OF CHICAGO
[Ratified and Adopted the 12th Day of September 2013, and as Thereafter Amended]
ARTICLE I. Organization
Section 1. CCC Corporate identification. The Collectors Club of Chicago (hereinafter referred to as the "CCC") shall be a registered Not-For-Profit Corporation (hereinafter referred to as an "NFPC") chartered in the State in Illinois in accordance with the United States Internal Revenue Code Section 501(c). The NFPC management shall include, but is not limited to, members of the Board of Directors (hereinafter referred to as the "BoD"), other Officers, Ambassadors, and Committee Chairpersons, all of whom shall be unpaid volunteers not receiving compensation of any type.
Section 2. Principal Office. The principal office of the CCC shall be at 1029 North Dearborn Street, Chicago, Illinois, 60610-2803.
Section 3. CCC Membership. The "CCC Membership" shall be the Active and Honorary CCC Members of the NFPC in good standing, and constituting the CCC collective unit.
Section 4. CCC Realty. The "CCC Realty" shall be the CCC properties that include, but are not limited to, the CCC Clubhouse (a.k.a. "Cabeen House"), which is the aggregate collective property of the NFPC.
Section 5. CCC Furnishings. The "CCC Furnishings" shall include, but are not limited to, the CCC Library, the CCC Arts and Antique Furniture, and the CCC Technical and Household Equipment, all of which are the aggregate collective property of the NFPC.
ARTICLE II. Membership
Section 1. Qualifications. Any qualified philatelist being of good character may become an Active Member of the CCC regardless of age, gender, marital status, race, ethnicity, national origin, socioeconomic status, and political and/or religious and/or sexual persuasions.
Section 2. Active Membership. Active Members shall be such persons who have been elected to CCC membership following the admission procedures as outlined in the By-Laws Article VI.
Section 3. Ambassadorial Membership. The Ambassador member designation is an executive appointment bestowed by the President on selected CCC members in good standing. The Ambassador title is retained by the member until that time that the member submits a resignation from the position, or at that time that the member’s appointment is recalled. In this position, the member will officially represent the CCC at international philatelic exhibitions, as well as at other noteworthy philatelic meetings, seminars, USPS functions, and other events in which the CCC is invited to participate, or that the Ambassador Member is otherwise in attendance. Members appointed to the ambassadorial position will be identified by CCC Lapel Pins which include an “Ambassador” citation bar. Members thus appointed are accredited to speak on behalf of the CCC in the fields of policies, activities, fields of endeavor, and in all matters related to the Good of the Order. Ambassadors are authorized to make commitments on behalf of the CCC after pre-approvals are authorized by the CCC BoD.
Section 4. Honorary Membership. Honorary Membership shall be bestowed on Active Members the BoD deems as being deserving of such honor. An Honorary Member shall not be required to pay dues but must remit Meal Fees. Honorary Members shall be entitled to all privileges of CCC membership, to include the right to continue to vote.
Section 5. Final Decision for Membership Eligibility. The decision of the BoD in the determination of the eligibility of any Active or Honorary member for their class of membership shall be final.
ARTICLE III. Membership Privileges
Section I. Membership Entitlement. Active and Honorary CCC Members in good standing shall be the only members entitled to vote at any meeting of the CCC, to hold office, or to have and hold any fiduciary interest in the property or assets of the CCC. All voting must be in person, and not by proxy.
Members in good standing shall have the following rights:
Section 1.1 One vote per member on all issues concerning the CCC which are brought to a vote.
Section 1.2 One vote per member in the election of CCC Directors.
Section 1.3 One vote per member for the recall of a Director.
Section 1.4 One vote per member in the amendment, adoption, correction and/or repeal of part or the entire CCC Constitution and/or CCC By-Laws.
Section 1.5 One vote per member to authorize dissolution of the CCC Realty and/or CCC Membership, as provided by law.
Section 1.6 The rights, benefits and responsibilities of membership shall be the same for the Active, Ambassador and Honorary Member status.
Section 1.7 No member of the CCC shall be personally liable for its debts or obligations.
ARTICLE IV. Initiation Fees
The initiation fee for members shall be such a sum as may be fixed and determined by the BoD.
ARTICLE V. Annual Dues and Meal Fees
Section 1. Annual Dues and Meal Fees. The annual Dues and Meal Fees for members shall be as designated by the BoD.
Section 2. Dues and Meal Fees Payment All Dues and Meal Fees shall be payable in advance:
Section 2.1 Dues and Meal Fees Date Payable. For all members on the rolls at the end of the year, the dues shall be payable the following January 1 of each year.
Section 2.2 Pro-Rata Dues and Meal Fees. For members elected during the year, the dues shall be billed and payable as of the first of April, July, or October, immediately preceding the date of election, on the basis of three-fourths (3/4ths), one-half (1/2), or one-fourth (1/4th) of the annual dues, respectively.
Section 3. Dues and Meal Fees Default. Any member in default in payment of the Dues and Meal Fees for a period of more than sixty (60) days may be suspended or terminated by the majority vote of the BoD.
Section 4. Dues and Meal Fees Modification. CCC Members not living within the Chicago area are eligible for annual Dues and Meal Fee costs modifications. “Not living within the Chicago area” is defined as the home address of the member being 75-or-more miles distant from the address of the CCC Clubhouse, as determined by MapQuest, or similar digital program. For those members being eligible, the Dues amount remains the same, but the Meal Fees are reduced to two monthly meetings in a given fiscal year. If more than two meetings are attended, a Meal Fee will be due on that day. Conversely, if only one or no meetings are attended, the paid Meal Fees will be refunded in the form of a credit for the purchase of CCC publications, or they can be applied as a credit towards any additional Fees levied by the CCC.
ARTICLE VI. Membership Admission and Conditions
Section 1. Prospective Members. A prospective member being considered for admission to membership in the CCC must be at least twenty-one 21 years of age, and must be proposed in writing by one member, and seconded by a second member, each nominating member documenting the candidate’s qualifications.
Section 2. Prospective Member Presentation. A prospective member must deliver a presentation on their philatelic specialty at a CCC General Meeting.
Section 3. Proposal for Prospective Member’s Membership. A proposal for CCC Active Membership shall be acted upon by the BoD at their first meeting following the presentation, with a majority of the BoD required to approve the candidate’s membership, and if the membership proposal is approved, this act being followed by notification of the proposal to the CCC Membership.
Section 4. Objection to Candidate’s Membership. Any member objecting to the admission of a candidate shall file a written objection with the BoD, accompanied by supporting facts to substantiate the objection. All objections shall be investigated by the BoD, and the findings and results shall be reported to the member submitting the formal objection.
Section 5. Prospective Member’s Membership Acceptance. Within thirty (30) days after notification of election by the Secretary, a proposed member shall signify their concurrence with the CCC C&BL, and pay the initiation fees, if any, and Dues and Meal Fees, otherwise, they shall be deemed to have declined the membership.
Section 6. Elected Member’s Membership Responsibilities Explanation. The newly elected member shall meet with CCC representatives, who will explain the responsibilities of membership.
Section 7. Member in Good Standing. An Active or Honorary Member in good standing shall be one who is not in default in the payment of dues or other indebtedness to the CCC, and whose membership is not suspended.
Section 8. Member Resignation. The resignation of an Active or Honorary Member shall be submitted to the BoD, and shall become effective at the end of the month following the submission of the resignation, provided the member is in good standing.
Section 9. Non-Payment of Dues. If an Active Member is in arrears in the payment of dues to the CCC for a period of at least sixty (60) days, that fact shall be certified to the BoD by the Treasurer. If the dues in arrears are not paid within a period of time fixed by the BoD, the delinquent member shall be dropped from membership.
ARTICLE VII. Membership Reinstatement
Members who have resigned from the CCC in good standing due to relocations, scholastic pursuits, and the like, are eligible for immediate reinstatement after a presentation is given on their philatelic specialty at a CCC General Meeting. A reinstated member must pay the Dues and Meal fees pro-rata for the year of reinstatement. Reinstated members will be assigned a new CCC Members “Order of Entry into Club” Number.
ARTICLE VIII. Board of Directors Nominations
Section 1. Nominating Committee Appointment. The President shall, at least sixty (60) days before the date of the business meeting, appoint a Nominating Committee to consist of three (3) members who are not at the time members of the Board of Directors.
Section 2. Nominating Committee Responsibility. At least forty-five (45) days prior to the biennial election, the Nominating Committee shall notify the Secretary in writing of the Nomination(s) for each of the vacancies about to occur in the BoD.
Section 3. Nomination of Alternate Candidates. Seven (7) or more Active and/or Honorary Members may nominate Active Members for election to the BoD and/or offices by written notice to the Secretary, submitted at least forty (40) days prior to the date of election. The secretary shall advise the membership thereof at least thirty (30) days prior to the election date.
ARTICLE IX. Directors
Section 1. Board of Directors Membership Requirements. Only CCC Active members in good standing shall be eligible to election as Directors, and the immediate past President shall ex-officio be a member of the BoD. The CCC Director candidates, as proposed by the CCC Nominating Committee, or by further nominations as directed in the By-Laws Article VIII Section 3, shall be elected to office biennially by written ballot by the Active and Honorary Members of the CCC in good standing.
Section 2. Quarterly Board of Directors Meetings. The BoD shall hold regular meetings at least quarterly, in January, April, July, and October, or as may be directed by the President.
Section 3. Special Board of Directors Meetings. Special Meetings of the BoD may be called by the President or upon the request of four (4) Directors. A written notice of Special Meetings shall be given at least fifteen (15) days prior to the holding thereof. .
Section 4. Board of Directors Meeting Quorum Requirement. Four (4) Directors shall constitute a quorum at any meeting of the CCC BoD.
Section 5. Removal of a Board of Directors Member. In the event any CCC BoD member is unable to perform their duties and responsibilities, the BoD has the power and discretion to remove such Director from their position, to declare that a vacancy exists for that position, and shall fill the vacancy immediately.
Section 6. Death, Resignation or Other Removal from Office. In the case of a vacancy in the office of any of the officers of the CCC BoD because of death or removal, such vacancy shall be filled as follows: In the office of President, by election by the BoD from among its own membership. In any other elective or administrative office, by appointment by the President, subject to approval of the BoD. In the event of vacancy in the office of President, the BoD shall call a meeting within thirty (30) days for the purpose of naming a new President.
ARTICLE X. Committees
Section 1. Standing Committees. All standing Committees shall serve for a period of two (2) years, or until successors are appointed. The following Standing Committees are established to function in their respective capacities.
Section 1.1. Accounting Committee. The Chairperson of the CCC Accounting Committee shall be responsible for collecting, collating, managing, and maintaining all documents related to the income and expenses incurred during the management of the CCC Membership, CCC Clubhouse, CCC Publications, and/or any other ordinary or extraordinary expenses related to the management of the CCC properties and membership. The Committee shall define and categorize these expenses, and will prepare the documentation required for the annual CCC Federal, State, and/or Local Tax payment submissions.
Section 1.2. Finance Committee. The CCC Finance Committee shall consist of no less than three (3) members, including the Treasurer and the Finance Committee Chairperson. The Chairperson of this Committee shall be responsible for the management of all financial assets titularly held by the CCC. The Committee shall prepare a budget, which will be submitted to the BoD within one month of the February annual business meeting. The committee shall advise and counsel the BoD referencing the current and projected financial status of the CCC investments, and the monies available for expenses, to include, but not limited to: capital expenses (such as Clubhouse rehabilitation, and the like), ordinary expenses (such as annual tax payments, and the like), extraordinary expenses, donation funding expenses (for the good of philately), and/or any other expended, current, and/or potential expenses.
Section 1.3. House Committee. The Chairperson of the CCC House Committee shall be responsible for maintaining in good working order all aspects related to the physical structure of the CCC Clubhouse to include, but not limited to, maintenance of the heating and air conditioning systems, assuring that the alarm system is operating in the proper manner, confirming that all kitchen appliances are functioning properly, and the like. In addition, the Chairperson of this Committee shall be responsible for the maintenance of all CCC Clubhouse peripheral equipment, to assure that it is in good working order at all times; this equipment includes, but is not limited to, the telephone system, the photocopier, the visual aid projectors, and the like.
Section 1.4. Library Committee. The Chairperson of the Library Committee shall be responsible for all aspects required to maintain the CCC Library in a manner conducive to a professional philatelic atmosphere, to include organizing the library in a user-friendly manner. The Chairperson shall be entrusted with an annual budget approved by the CCC BoD on a yearly basis, and shall report on the status of the budget to the CCC BoD on a quarterly basis, or at the demand of the CCC BoD. The Chairperson shall be responsible for the procurement of all philatelic books, catalogues, journals, periodicals, auction catalogues and/or other publications deemed of value to the CCC Library, and shall be responsible for all aspects required to bind runs of philatelic journals, catalogues, and the like. The Chairperson shall be responsible for the application of the computer to the CCC Library requirements to include, but not limited to, indexing the CCC Library collection, procurement of philatelically-related software, and the like. In addition, the Chairperson shall maintain a record of CCC membership in specialists’ societies publishing journals, and will create, develop and maintain a system of recording Library items on loan to CCC members.
Section 1.5. Program Committee. With the exception of the biennial CCC February business meeting and the December Holiday Party event, the Chairperson of this Committee shall arrange all matters required to provide a speaker for the monthly meetings. The guest speaker can be either an invited guest, or a CCC member in good standing. The presentation must relate only to a philatelic subject; disallowed presentation subjects include, but are not limited to, travelogues, philatelically-related or other charitable funding solicitations, personal or family matters, and the like. The Chairperson will inform the guest speaker that they are allowed to be accompanied by an additional adult guest of their choice on the date of their presentation.
Section 1.6. Publications Committee. The Chairperson of this committee shall select manuscripts reflecting original academic philatelic research for possible publication by the CCC. Final approval for publication of an original philatelic manuscript under the CCC aegis shall remain with the BoD, the BoD’s decision being governed the Chairperson’s counsel and advice. The Chairperson shall ready the approved manuscript for the printer, shall advise the BoD as to the number of copies scheduled to be printed, and shall arrange to have the book(s) distributed to the prearranged recipients.
Section 2. Ad Hoc Committees. Ad Hoc Committees, and all Chairpersons thereof, shall be appointed by the President and/or the BoD, to whom they shall report; the President shall be an ex-officio member of each Ad Hoc Committee. Documentation of the Ad Hoc Committees does not imply that the said committees require activation, that function solely being within the jurisdiction of the President and/or the BoD. Ad Hoc Committees are appointed for the following, but not limited to, responsibilities..
Section 2.1. Audit Committee. The Chairperson of the Audit Committee shall be a CCC Active Member in good standing who is not currently a member of the BoD, and whose function shall be to conduct an annual audit of the CCC Financial Books and Records, as well as an audit of all CCC Committees which handle money. The Chairperson shall render a formal audit report to the BoD, the report representing the close of the CCC fiscal year; the report shall be presented during the 1st Quarter BoD Meeting following the year being audited.
Section 2.2. Catering Committee. The Chairperson of the Catering Committee shall be responsible for providing quality meals within stated budgetary requirements to all attendees at the monthly CCC meetings. The Chairperson shall assure that all dinnerware, meals, servers, and all other matters related to the dinner are presented in a timely manner, and in accordance with the published dinner hour.
Section 2.3. Club Pamphlet Committee. The Chairperson of the Club Pamphlet Committee shall coordinate all activities necessary to publish updated versions of the CCC pamphlet.
Section 2.4. Estate Advisory Committee. The Chairperson of this committee shall provide to the CCC membership documentation advising that a CCC member’s philatelic estate has been entrusted to be managed by the CCC for sale pro bono on behalf of the member’s family, attorney(ies), and/or otherwise denoted heirs. The Chairperson shall assure that CCC members requesting such representation will notify the Estate Committee that the CCC has been designated the coordinator for the disposal of the philatelic estate, and that the designated recipients of the philatelic estate are aware that the collection is to be managed by the CCC Estate Advisory Committee.
Section 2.5. Historical and Archives Committee. The CCC Historical and Archives Committee Chairperson will create, develop, and maintain files on current CCC Members in good standing to include, but not limited to, personal information, collecting interest(s), philatelic activities and honors, and the like. The committee also will create, develop, and maintain an updated history of the CCC, the Club House, photographic records, and past members, this information being stored in the designated area of the CCC BoD offices..
Section 2.6. Legal Committee. The CCC Legal Counsel Chairperson shall provide the BoD with legal advice and counsel for any and all legal matters related to the CCC membership, Clubhouse, publications, taxation issues, and/or any other legal matters related to the status and/or management of the CCC as may be delegated to him/her by the President or the BoD. The CCC Legal Counsel Chairperson shall provide this legal advice and counsel pro bono to the CCC, but shall be reimbursed by the CCC for all BoD pre-approved direct sand/or direct expenses incurred during the course of the legal actions made on behalf of the CCC.
Section 2.7. Managing Information Services (MIS) Committee. The MIS Committee Chairperson shall governs all aspects of the computer and computer services required for the various current and future CCC Clubhouse and CCC WebSite projects. The Committee Chairperson shall supervise the CCC Website activities, to include liaison with the CCC WebSite WebMaster.
Section 2.8. Members Speaker Forum and Members Accredited Judges Committee. The Chairperson of this committee shall create, develop, and maintain an open file of active CCC members who have volunteered to be guest speakers at philatelic and/or non-philatelic meetings, conventions, and similar gatherings held for the good of philately. In addition, the chairperson of this committee will create, develop and maintain an open file of CCC members being American Philatelic Society and/or other International Philatelic Competent Authority accredited judges.
Section 2.9. Necrology Committee. The Chairperson of this committee shall be responsible for notifying the national and international philatelic press of the death of a CCC Member. The notifications shall be forwarded to Linn’s Stamp News, The American Philatelist, and other philatelic periodicals deemed by the Chairperson as having potential interest in the publication of the announcement.
Section 2.10. Nominating Committee. The CCC Nominating Committee’s principal objective shall be that it be composed of qualified and knowledgeable constituents seeking the best interests of the CCC membership. The Committee shall be composed of three (3) Active Members, all of whom shall be CCC members in good standing, and none of whom are members of the current BoD. The Nominating Committee Chairperson is appointed by the CCC President sixty (60) days previous to the date of the biennial CCC February Business Meeting. The Nominating Committee, as chosen by the Chairperson, will consist of three (3) Active Members who are not at the time members of the BoD, and that shall include the Chairperson. The Nominating Committee Chairperson will notify the CCC Secretary in writing of the nomination for each of the vacancies about to occur on the BoD at least forty-five (45) days prior to the biennial election.
Section 2.11. Pratt Award Committee. The Pratt Award shall be a $1000 honorarium given annually in its entirety to one (or prorated to two or more) author(s) for articles related to the philately of Newfoundland judged by the Award Committee as being of significance and merit. The Chairperson shall report the recipient(s) of the Pratt Award to the BoD during the month of March, the award representing the work published during the previous year. The BoD shall be informed previous to any public announcements, or shall be advised should a qualified recipient not be elected.
Section 2.12. Public Relations Committee. The CCC Public Relations Chairperson shall promote liaison and contact with philatelic societies of the same or similar nature as is the CCC, as well as with the philatelic press and other media, in order to publicize CCC news, events, and new publications. The information shall be made available either through direct contact or formal press releases, as may be appropriate.
Section 2.13. Special Projects Committee. As endorsed by the CCC BoD, the Special Projects Chairperson shall promote and coordinate any and all activities for local projects and events designed to further the Good of the Order, and/or for the Good of Philately. Local projects are defined as those taking place within 75 miles of the CCC Clubhouse address, as determined by MapQuest, or similar digital program, unless a further distance is acceptable to the Chairperson. Local events are defined as including, but are not limited to, local, regional, and national philatelic exhibitions, philatelic seminars, philatelic outreach programs, and charitable philatelic events and fund drives.
Section 2.14. Ways and Means Committee. The Ways and Means Committee shall consist of not less than three (3) CCC Active Members in good standing, including the Chairperson. The committee shall consider questions of policy and usefulness of CCC dictums and functions, and present recommendations on the subject matter to both the President and BoD.
ARTICLE XI. Bonding
The CCC BoD is empowered to require that every Director, Officer, Ambassador, Committee Chairperson, and/or Member who is entrusted with monetary funds shall be bonded. The premium for such bonding shall be paid by the CCC.
ARTICLE XII. Directors, Officers and Ambassadors Insurance
The CCC BoD is empowered to require insurance to past, present and future CCC Directors, Officers, Ambassadors, and/or Committee Chairpersons covering damages resulting from alleged or wrongful acts committed in their position. The policy shall provide protection in the event of any actual or alleged error, misstatement, omission, misleading statement, or breach of duty. The premium for such insurance shall be paid by the CCC.
ARTICLE XIII. Termination of Office
Upon the termination of their office, each CCC Director, Officer, Ambassador, Committee Chairperson and/or Member shall transfer to their successor in a timely manner all CCC funds, records, accounts and other assets in their possession.
ARTICLE XIV. Library
Section 1. Ownership. The ownership of the CCC Library shall be vested in the CCC, under the control of the BoD, and subject to such deeds and gifts as may be in effect, or come into being.
Section 2. Library Usage. The CCC Library is open freely to all public parties conducting philatelic research requiring philatelic literature.
Section 3. Supervision. The Library shall be under the care and supervision of the CCC Library Committee appointed by the President. The Library Committee shall serve for two (2) years and thereafter, or until their successors are appointed.
Section 4. Librarian Appointment. The Chairman of the Library Committee shall be designated as the "Librarian"..
Section 5. Library Rules and Regulations. The Librarian and the Library Committee shall make rules and regulations for the ordinary use of the Library, its books, periodicals and contents, subject to the approval of the BoD.
ARTICLE XV. Publications
The Publication Committee shall have the power to originate and continue such publications as they may deem conducive to the best interest of the CCC and the advancement of Philately, and shall make such rules for their production and set such prices as they may deem sufficient for these publications.
ARTICLE XVI. Fiscal Year
The fiscal year shall be the calendar year.
ARTICLE XVII. Voting
Section 1. Voting Procedures. All voting shall be in person, and not by proxy.
Section 2. Voter Qualification Requirements. All Active Members and Honorary Members in good standing shall be entitled to vote.
ARTICLE XVIII. Amendments
These By-Laws may be amended at any General, biennial Business, or duly-called Special Meeting of the CCC, at which the required quorum of fifteen (15) members qualified to vote shall be present, provided that a copy of the proposed amendment be mailed to all the members of the CCC at least thirty (30) days prior to the meeting. Voting on the proposed amendment shall be by written ballot, either in person or by proxy; and a two-thirds (2/3rds) majority of the votes cast shall determine the result of the vote.
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