By-Laws

Simi Valley Stamp and Coin Club

 

Organization Rules and Procedures

BY-LAWS

[ Revision By Club Officers on December 29, 2025 ]

(Simi Valley Senior Center Rules To Be Included As Part of the SVSCC By-LAWS)

 

 

1. MEETINGS

 

A. The club shall meet the 1st and 3rd Mondays of each month at the Simi Valley Senior Center. If the meeting falls on an observed holiday, the meeting shall be moved to the following Wednesday of that week.

B. Meeting shall start at 1:00 PM and end not later than 3:30 PM

C. All meetings shall be open to the public.

D. Meetings shall follow a standard club outline, agenda, as designated by consensus of the club officers. This outline shall be used as a reference for the Club President or designated officer to conduct the meeting.

2. MEMBERSHIP

 

A. The membership shall be comprised of adults 50+ who are interested in stamp and/or coin collecting.

B. To obtain membership status, a prospective member must attend four (4) club meetings over a three month period.

C. Membership status shall continue for as long as the member attends at least one meeting within a three (3) month period.

1. Individual consideration shall be given, according to circumstances when determining the member’s failure to meet the attendance requirement - e.g. illness of member or relative, travel, work, vacations, or other mitigating situations as APS Associate Members, who cannot attend as frequently, but wish to be on the roster and keep in the email list to be informed about the club’s activities.

D. Members are encouraged to participate in our club activities.

E. Any club meeting attendee, who has not fulfilled the requirements for membership, shall be classified as a “guest” of the club, for that meeting.

F. Membership status provides the following privileges:

1. Only members shall serve as officers of the club.

2. Only members shall have the right to vote by Proxy for any Club scheduled vote if they are unable to attend the meeting when the vote is scheduled.

3. Only “active” members shall have access to donations of stamps, coins, and associated materials.

G. Members shall be provided, one time, a club name badge.

1. Any member who “loses” his/hers name badge shall be responsible for the replacement cost.

H. Members shall wear their name badge at all meetings and meeting activities.

1. A one dollar ($1.00) fee shall be assessed to any member not wearing his/her name or name badge during the meeting.

2. These funds shall be collected by the Club Treasurer or his assistant.

I. Membership rosters shall be maintained by the Club Secretary and disseminated to members twice a year.

 

3. CLUB OFFICERS

 

A. Club Officers shall be elected yearly by club members at a minimum to include:

1. President

2. Two (2) Vice Presidents of equal rank

3. Secretary

4. Treasurer

 

B. Club Officers Nominating Committee & Election Procedure Guidelines

  1. Election Team Appointment

    1. The Club President is responsible for selecting an Election Team by the 2nd meeting in August.

    2. The President shall offer general procedural guidance to the Election Committee to facilitate the orderly conduct of the election process, while the Election Committee retains full responsibility and authority for administering the election.

    3. The Election Team’s role is to identify candidates and conduct the election in accordance with the By-Laws and any direction provided by the Officers.

    4. Any current officer who wishes to remain in service to the club, can run for office with the other nominated candidates that have shown interest to run for the various officers’ positions.

  2. Officer Duties

    1. The By-Laws shall include an outline of the duties, obligations, and responsibilities of each officer. (See Below)

  3. Election Schedule

A. Elections shall be held at the first meeting in November.

B. Election results shall be announced at the second meeting in November.

  1. Member Communication

    1. The Election Team shall communicate with officers for any questions before any election-related information is to be given to the membership.

    2. Under no circumstances shall the Election Committee provide, discuss, or disclose election-related information to any individual member or candidate before the formally scheduled election reports. All communications shall follow the Election Schedule and comply with the Club’s By-Laws.

    3. At each club meeting, the Election Team shall provide a brief update regarding upcoming dates, deadlines, and any other relevant election information.

  2. Candidacy

    1. Two or more members running as a single unit or team shall not be permitted.

    2. All candidates must run as individuals.

  3. Candidate Statements

    1. Candidates will be offered time at meetings prior to the election to provide a brief oral statement (up to two minutes).

    2. No campaign materials (e.g., flyers, e-mails, signs, etc.) shall be permitted.

  4. Voting Method

    1. All voting shall be conducted by secret ballot.

  5. Absentee Ballots

    1. Absentee ballots shall be made available upon request for members unable to attend the in-person election.

  6. Voting Deadline

    1. All ballots must be submitted no later than the day of the election.



Scope of Guidelines

Only the basic guidelines for elections, as set forth in this Article shall be included in the By-Laws. All additional details regarding the conduct of each election shall be determined and provided by the Election Committee, in accordance with these By-Laws and under the direction of the Officers.

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BRIEF SUMMARY OF OFFICER'S DUTIES:

 

President–The club president shall be responsible for setting and monitoring the goals of the club, preside and run the club meetings, maintain order and impartiality, enforce rules applying club’s by-Laws, appoint committee chairs and delegate tasks as necessary. The President shall oversee the recruitment, training, support members, and maintain regular communication with club’s officers and members.

 

Vice-Presidents–The Vice-Presidents are of equal rank. - They shall fill-in for any officers that are not present at the meetings. They shall appoint the Display Cabinet Committee Chairperson each year. A Vice-President should not be the Chair of a Committee, unless it is necessary when other members may not be available for the position.

 

Secretary–The secretary is responsible for taking minutes, recording meeting attendance, and reporting totals of members and Guests in the minutes, keeping records, and maintaining other important files for the club, as assigned by the president.

 

Treasurer–The Treasurer shall make payments as directed by the President, for previously voted, routine expenses {i.e. name badges, memorials, etc.) and also for one-time expenses as voted by members {i.e. ink, paper, stationary, catalogs, holiday parties, reimbursements, etc.) The Treasurer shall maintain accurate records of all financial transactions, and present a financial report at each meeting.

 

4. CLUB COMMITTEES

 

A. The Club Committees shall be appointed, as required, by the president and approved by the Club Executive Committee.

1. The Club Executive Committee consists of:

i. President

ii. Two (2) Vice-Presidents

iii. Secretary

iv. Treasurer

 

B. Display Cabinet: A committee for organizing the display cases in the Senior Center lobby shall be appointed by joint approval of both Vice-Presidents no later than the last meeting in October.

 

5. CLUB EXPENSES AND BILLS

 

A. Club expenses and bills must be approved by vote of majority of members.

1. Treasurer shall make payments of bills and expenses approved at the meetings.

2. Passing of a Member: The Club President or other club officer in his/her absence shall have the authority to spend up to fifty dollars ($50) of club funds for appropriate remembrance at the death of a club member.

3. When the club funds are over [ $1,000.00 ] the treasurer may be directed by the executive board to turn over amounts in the sum of [ $250.00 to $500.00 ] from the treasury fund to the “safe keepers” appointed by the Executive Board. Such action shall be announced to the club members.

 

6. ACTIVITIES

 

A. The purpose of the stamp and coin club is to encourage philatelic and numismatic activities.

B. Personal monetary transactions among members during the meeting are prohibited. Such activities shall take place before the meeting, at break time, or after the meeting.

C. Monetary settlement for all auction items shall take place AFTER The Club’s auction is concluded.

D. Auction: Auction Rules shall be provided to all members.

 

E. APS: The club is a chapter member of the American Philatelic Society. The Club qualifies for free membership if one third of club members are APS members.

 

7. COMMUNITY INTERACTION

 

  1. The Simi Valley Stamp & Coin Club is a sponsored activity of the Simi Valley Senior Center. As such, members must comply with all Senior Center rules/Regulations and comport themselves responsibly while on Senior Center property. (See attached Simi Valley Senior Citizens Center Rules – attached).

  2. The Club cannot take on the responsibility for assisting in the disposal, for monetary gain, of a member or non-member’s collection. This does not include Items donated to the club.

 

 

 

 

12 - 29 - 2025 - LF