CONSTITUTION AND BYLAWS
OF THE
Richmond Coin Club
Organized November 8, 1940
Revised September 11, 1963, March 1981, October 2, 2007
Revised January 18, 2010
Revised & Approved January 24, 2011
Constitution
Article I---CLUB NAME
The name of this organization shall be known as the Richmond Coin Club.
Article II—CLUB ORGANIZATION
The organization shall be non-profit as regulated by the Commonwealth of Virginia.
Article III—CLUB PURPOSE
The purpose of this organization shall be to study and support the hobby of numismatics; to promote numismatic-related educational activities; to disseminate numismatic knowledge through regular meetings and to publish numismatic literature.
Article IV--MEMBERSHIP
The club shall have members duly elected to membership in the manner prescribed in the club bylaws.
Article V—ELECTION OF OFFICERS
The officers shall be elected as provided for by the bylaws of the club.
Article VI— AMENDMENT OF CONSTITUTION
The constitution may be amended by a 2/3 vote of membership present at any regular club meeting, provided a 30-day written notice is given to all members in good standing. Not less than 30 members are needed to constitute a quorum.
Article VII—CLUB OPERATION
All operations of the club shall be governed by the bylaws.
Article VIII—CLUB DISSOLUTION
Upon dissolution of the club, disposition of assets shall be made by the Board of Directors, subject to the restrictions herein set forth. The Board of Directors, upon dissolution or liquidation of the club, must distribute the assets of the club to one or more national, regional, state, or local numismatic associations or societies or public libraries, archives, or museums.
Bylaws
of the
Richmond Coin Club
Article I—Membership:
There are six (6) classes of membership in the club: Regular Membership, Junior Membership, Charter Membership, Life Membership, Honored Life Membership, and Associate Membership.
Section 1—Regular Membership: Any person over eighteen (18) years of age and interested in numismatics shall be eligible for full membership. Junior Membership is available to youth age ten (10) to eighteen (18). Junior members pay $1 in annual dues and can participate as a full member of the club, but may not be elected to the Board of Directors.
Section 2—Charter & Life Membership: All members at the close of the regular February meeting, in 1941, are known as Charter members. A member may apply for Life Membership after two (2) consecutive years of membership in good standing and by paying an additional one-time $100 fee.
Section 3—Honored Life Membership: Any member who has performed outstanding service to the club may be so honored by a 2/3 vote of the membership at a regular scheduled meeting. A quorum of at least 30 members must be present at the meeting. Honored Life Members have full membership privileges and pay no dues.
Section 4—Associate Membership: The spouse of a full member is eligible for Associate Membership. Associate members pay no dues, may not vote, may bid, but not sell in auctions, and will have all other club privileges.
Section 5—Member Privileges: Full members shall be entitled to all privileges of the club, including selling in auctions, and the right to vote and to hold an office on the Board of Directors.
Section 6—Membership Application: Club Membership occurs upon completion of an “Application of Membership” form stating applicant’s name, address and phone number and the payment of the first year’s dues. Each applicant must be sponsored by a member of the club in good standing. Applications for Membership must be acted upon at a regular club meeting and receive 2/3 vote of the membership (minimum 30 members present). If the applicant is elected, he/she will be declared a member immediately. If the application is rejected and the dues have been paid, the paid dues shall be returned.
Section 7—Membership Recording: All members shall be assigned a membership number by the Treasurer after the Application for Membership has been approved by the 2/3 vote and annual dues received by the Treasurer. When a member becomes a “Life” Member, a new Membership Card shall be provided to that member noting his/her new status.
Section 8—Expulsion of Members: When a member conducts himself or herself in a manner prejudicial to the welfare of the club, any member in good standing may present a written “Request for Expulsion” to the President. The “Request for Expulsion” should state the charges against the member and must be signed. The President shall present this “Request for Expulsion” to the Board of Directors for consideration. The accused shall be furnished a copy of the charges and shall be afforded a period of 30 days to enter a written defense to the charges. Within thirty (30) days of the receipt of the written defense, the Board must make a decision. Five votes of the Board constitute a majority. Until the final decision of the Board is known, the accused shall continue in good standing.
Article II---Dues and Fees
Club dues and fees shall be decided upon by the Board of Directors and shall be payable in advance. All dues are payable in January of each year. Anyone who fails to pay his/her dues by March 31st
of each year shall be dropped from the membership roster and will be considered “not in good standing”. New Members who are “voted in” during the fourth quarter of any year will be considered paid in full (in good standing) for the following year.
Article III---Management and Elections
Section 1--Board of Directors: Each Officers shall be a members of the Richmond Coin Club and is elected by the club membership using a paper ballot process. The Officers shall be:
President, Vice President, Secretary, and Treasurer. In addition, the President appoints the following from the club membership: Director of Education, Director of Membership, Director of Operations, and a Director at Large from the general membership. The Past President serves a term of one year. The above officers and directors constitute the Board of Directors. The Board is the governing body of the Richmond Coin Club. Five (5) members of the Board constitute a quorum for the transaction of business. Any Board member serving in more than one position shall have only one vote.
All Officers are elected for a term of one (1) year and must be members in good standing. Any Officer missing more than four consecutive meetings without due cause or who fails to fulfill his duties shall be asked to resign his office by the Board of Directors.
The Board of Directors shall transact all club business not referred to the full membership or assigned to a specific member of the Board.
Additional positions, not serving on the Board of Directors, are the Club Historian and Webmaster and Auctioneer and Journalist. Other positions may be added as the Board of Directors sees fit.
In the event of the election of officers who have a familial relationship, only one of them may be authorized to sign checks for the club. The Board of Directors designates a non-related secondary signatory if necessary.
Section 2--The Election Process: The president shall appoint at the regular October meeting a Nominating Committee of three members in good standing, and the slate shall be presented to the membership prior to the November meeting, at which time elections will be held using a paper ballot process. Election is by a majority of votes cast. A quorum for elections consists of 30 members present. The elected officers shall be sworn in at the December meeting and take office in January.
Article IV---Duties and Responsibilities:
Section 1: Officers:
President: is a member of the “Board”. He/she provides visionary leadership and shall preside at all meetings of the members and officers, decide all points of order, cast the vote in case of a tie vote, perform all duties incidental to that office, appoint or remove chairmen of all committees, call special meetings as needed, and, in case of vacancy in any office, appoint a successor to fill the un-expired term.
The President shall maintain a Master Club Membership Notebook containing Meeting Minutes, Constitution and Bylaws, Coin Show information, Annual Club and Show Budgets, Reports of the Audit committee, Reports of other committees, Club Roster, and various other Club records regarding Club administrative matter.
The President shall hold Executive Board meetings quarterly and have check-signing privileges in order to provide a back-up for the Treasurer if the need arises. He/she shall be an ex-officio member of all committees except the Nominating Committee. He/she shall require an audit of the Treasurer’s books annually or more often if necessary.
In the event that the President cannot complete his/her term of office, the “Board” shall recommend a replacement to the club membership. A majority vote of membership at a regular club meeting with a quorum of thirty (30) members present shall elect a replacement.
Vice President: is a member of the “Board.” He/she performs all administrative duties not performed by the Secretary or Treasurer. These duties include purchasing raffle items for club meetings, selling raffle tickets, ensuring a smooth and accurate auction process at each club meeting; for example: printing club auction forms such as bidder and buyer forms for internal club auctions, stapling these forms to envelopes prior to the meetings, and maintaining Bid Cards. He/she will work closely with the Auctioneer to ensure the auction lots move at a reasonable pace and each lot is fairly represented. The Vice President shall assume the duties of the President in his/her absence. The Vice President shall perform any such other duties as may be assigned.
Secretary: is a member of the “Board”. He/she shall attend all meetings and keep a true and accurate set of minutes and records of the proceedings, mail any and all official notices to the membership, and handle all correspondence of the club. The Secretary shall assist the Vice President with the selling of raffle tickets and the tracking of auctioned items at the club’s monthly meetings. The secretary shall remit any funds received to the Treasurer. Maintain a Club Notebook of all Meeting Minutes, Meeting Registrations, Club correspondence, and Bus Trip Registration forms.
Treasurer: is a member of the “Board”. He/she shall receive all dues, fees, and receipts of the club and shall bank the same and render a proper accounting when requested at “Board” meetings and shall make a complete report at the regular monthly club meeting. The Treasurer is authorized to withdraw funds from the bank account and to pay bills and obligations of the club.
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Section 2--Additional leadership roles, but not elected positions:
Director of Education: Chairs the Education Committee responsible for securing speakers for meetings, conducting youth education, and coordinating training opportunities. If a Co-Director is appointed, they will work closely together to ensure continuity of all educational activities. Together they will solicit educational articles for the website and help the Webmaster keep educational links and printed lecture materials current on the website. The Director of Education will also work with the Bourse Chair to ensure each show event includes educational opportunities, such as displays, Boy Scout Merit Badge Certification, and youth participation.
Director of Membership: Chairs the Membership Committee responsible for maintaining an accurate roster of the membership, assigning Membership Numbers, and issuing appropriate Membership Cards. He/She is also responsible for promoting club membership and looking for new avenues to recruit members.
Director of Operations: Chairs the Bourse Committee that oversees the coordination of the Richmond Coin Club Coin & Currency Show, and oversees other show arrangements such as working with the Director of Education for show speakers, general youth participation, Boy Scout Merit Badge Certification, public auctions, or special displays. Oversees other club activities as needed.
Club Historian: Responsible for maintaining an accurate record of the club’s history.
Webmaster: Responsible for maintaining accurate and timely club information on the club’s web site. Works closely with the Director of Operations and Director of Education to ensure accurate and current events and educational materials are included on the website in a timely manner.
Journalist: Responsible for publishing a quarterly article for the Club webpage or a newsletter that highlights club activities and promotes the study of numismatics.
Auctioneer: Responsible for running the monthly club auctions in a professional manner. Responsible for ensuring that the auction moves at a reasonable pace and that all lots are fairly represented.
Audit Committee: Responsible for auditing the treasurer’s records annually. Consists of at least three club members. This audit should be completed within the first quarter of each year.
Article V--Meetings
Regular club meetings shall be held each month on a date set by a vote of the membership and at a location approved by the membership. Should a temporary location be required to accommodate an outside speaker or special event, an announcement will be made and voted on one monthly meeting prior to the special event and will be posted on our website for others to see. Any permanent change to the meeting location must first be approved by the Board of Directors and a written notification of this change must be mailed to all club members in good standing (i.e. dues paid in full) thirty (30) days prior to holding a vote on the change at a regular club meeting.
ARTICLE VI--ANA & VNA CLUB MEMBERSHIP
The Richmond Coin Club shall hold membership in the American Numismatic Association and the Virginia Numismatic Association. A delegate and an alternate shall be appointed by the President to attend any such meetings of these organizations as deemed necessary by the Board of Directors. This Delegate shall have full authorization to vote on behalf of the Richmond Coin Club membership should the need arise. The Delegate shall give a report at the next regular club meeting.
ARTICLE VII--AMENDMENTS
This CONSTITUTION or these BYLAWS may be altered or amended when submitted in writing and read at any regular meeting and voted on at the next regular meeting after notifying all members. A majority vote shall amend with a quorum of 30 members present. d.
The club shall be governed by Robert’s Rules of Order if the bylaws do not specifically cover the subject.
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