Constitution

The Society’s Aims and Constitution

Rules adopted on 6 June 1998 as amended on 26 November 2011.

1. Constitution.

The name of the Society is the Oriental Numismatic Society (the ‘Society’). The Society is a private society founded in 1970 by Michael Broome.

2. Aims

The aims of the Society are:

   (a) to promote the collection and study of Oriental coins, medals, paper money and related material;

   (b) to encourage contacts and co-operation between those collecting and studying such coins and material;

   (c) to publish a regular newsletter and other publications;

   (d) to organise meetings of its members; and

   (e) to do such other things as shall be conducive to the attainment of the above aims.

3. Membership

Any person (whether an individual, institution or corporation) wishing to become a member of the Society must apply in writing, agree to be bound by these rules and pay the entry fee (if any). Election to the Society is at the discretion of the Council, who may delegate this discretion to the appropriate Regional Secretary. Any entry fee shall be decided from time to time by the Council. A member may resign membership by written notice to the appropriate Regional Secretary. The Council may withdraw membership from any person if, in the Council’s opinion, it is in the Society’s interest to do so.

Members are required to permit the publication of their names, numismatic interests and addresses for correspondence and to permit such information to be stored on computer or by other electronic means. The membership list is intended to provide the initial means of contact between members with common interest so that knowledge can be shared. Copyright in the membership list belongs to the Society. Except with the Council’s prior approval the membership list may not be used for any other purpose other than members writing to other members or contacting other members to arrange meetings, study groups, or promote any other activity which is within the aims of the Society.

4. Annual subscriptions

Members (other than honorary members) shall pay an annual subscription on joining and annually thereafter on 1 January. Subscriptions are fixed by the Council and paid to the appropriate Regional Secretary. The Council has the right to determine different rates of subscription for different regions. Failure to pay the annual subscription will entitle the Council or relevant Regional Secretary to lapse membership of that member. A person whose membership has lapsed for not having paid the subscription may (at the Regional Secretary’s discretion) be asked to pay the entry fee on re-joining. Payment of the subscription will entitle members to the Society’s publications issued in that year, with the exception of any special publications for which a charge is made. The Council has the right to waive the subscription of any member in recognition of exceptional service to the Society.

5. Honorary members

The Council may elect any person as an honorary member of the Society in recognition of their contribution to Oriental numismatics or exceptional service to the Society. An honorary member shall be entitled to all privileges of membership but shall not be obliged to pay the annual subscription.

6. Council

The affairs of the Society shall be managed by a Council consisting of the following officers: a Secretary General, a Deputy Secretary-General, a Treasurer, a Secretary, a Newsletter Editor, a Membership Secretary, a Publications Secretary, Regional Secretaries, and not more than five other members of the Society.

All officers and other members of the Council (other than Regional Secretaries) shall be elected at Annual General Meetings as described below. At the conclusion of the Annual General Meeting held in 1999 and every third Annual General Meeting thereafter every member of the Council (other than Regional Secretaries) shall retire from the Council but shall be eligible for re-election. Any casual vacancy occurring by resignation, or otherwise may be filled by the Council.

A member of the Council may hold more than one office but shall have only one vote at Council meetings. Decisions of the Council shall be by a simple majority and in the event of equality of votes the chairman of the meeting shall have a casting vote. The Council may co-opt members of the Society and others as non-voting Council members to perform tasks which cannot be performed by existing members of the Council.

Council meetings shall be held two or more times a year and may be called by the Secretary General, his or her deputy or the Secretary. The quorum for Council meetings shall be four members. The Council may appoint sub-committees from among their number and delegate to them such of their powers and duties as the Council may determine.

The members of the Council shall be entitled to be indemnified out of the assets of the Society against all expenses and liabilities properly incurred by them in the management of the affairs of the Society. Expenses may only be incurred with the Council’s prior approval.

7. Regional Secretaries

The Council will define the regions covered by the Regional Secretaries and appoint and replace Regional Secretaries. Members in each region may decide on the system in that Region for recommending to the Council the person for appointment as Secretary for their Region.

The Regional Secretaries will collect entry fees and subscriptions from members in their regions and organise all other regional activities as appropriate. They will also distribute the Society’s publications in their region and transmit to the Treasurer all fees, subscriptions, and payments for publications less the costs of distributing the publications and necessary expenses whenever requested. They will also provide the Treasurer with a statement of accounts and other financial information requested in time for preparation and audit of accounts before the Annual General Meeting.

8. Officers

The officers of the Society shall be the Secretary General, Deputy Secretary General, Treasurer, Secretary, Newsletter Editor, Membership Secretary, Publication Secretary and Regional Secretaries. The same individual may hold more than one office.

The Secretary General or, in his or her absence, the Deputy Secretary-General will chair council meetings and normally represent the Society in relation to other institutions and societies.

The Secretary will take minutes of and organise venues, agendas and notices for Council and General Meetings.

The Treasurer will co-ordinate the finances of the Society in conjunction with the Regional Secretaries.

The Membership Secretary will keep records of the members of the Society and their addresses and interests.

The Newsletter Editor and Publication Secretary will co-ordinate the publication programme.

9. General meetings

An Annual General Meeting shall be held each year at a time and place decided by the Council, to transact the following business:

   (a) To receive the Council’s report on the activities of the Society during the previous year;

   (b) To receive and consider the accounts of the Society for the previous year; and

   (c) To decide on any resolution submitted in accordance with these rules.

In 1999 and every third year thereafter the Meeting will also elect the members of the Council who stand for election or re-election. A member may appoint any other member as his proxy to attend and vote on his behalf on a poll if a poll is directed to be taken by the Chairman of the meeting. The Council will arrange for proxy forms to be sent to all members for use at General Meetings. Proxy forms must be in such form as the Council may approve and returned to such address as the Council shall specify not less than 48 hours before the meeting at which it is to be used.

Nominations for election of Council members (other than Regional Secretaries) must be in writing, supported by two other members and sent to the Secretary in time for inclusion in the agenda and notice of meeting. Persons nominated must agree in writing to act if elected. Any other item to be included in the agenda and notice of meeting must, unless approved by the Council, be seconded by six other members.

A Special General Meeting may be called by the Council or at the written request of not less than twenty members.

Notice of General Meetings will be sent to all members at his or her last known address with details of the business to be transacted at least twenty-one days before the meeting. The accidental omission to send notice to any member shall not invalidate proceedings at a meeting. The quorum shall be fifteen members. If after one hour a quorum is not present the meeting may transact any business necessary for the continuance of the Society including the election of the Council. The Secretary General, or in his or her absence, a member of the Council shall take the chair. Each member present in person or by proxy shall have one vote. Resolutions shall except where otherwise provided in these rules, be passed by a simple majority. In the event of an equality of votes the chairman shall have a casting vote.

10. Alterations of rules and byelaws

These rules may be altered at a General Meeting provided the resolution is passed by a majority of at least two-thirds of the members present. The Council shall have power to make, repeal, and amend such byelaws, as they may from time to time think necessary or desirable in the interests of the Society. Byelaws, repeals and amendments shall have effect until set aside by the Council or General Meeting.

11. Property

All cash payable to the Society shall be paid into an account or accounts in the name of the Society or in accordance with such arrangements as the Council may approve. Any other property of the Society shall be held by not more than four Council members or other custodians appointed by the Council. They shall deal with such property as directed by the Council for the furtherance of the Society’s aims and for the expenses of its administration.

12. Dissolution

A resolution to dissolve the Society shall only be passed at a General Meeting provided the resolution is passed by at least two-thirds of the members present and voting. The dissolution shall take effect from the date of the resolution and the members of the Council shall be responsible for the winding up of the assets and liabilities of the Society. Any surplus assets shall be given to a charity or charities nominated by the Council.

13. General

Any question of copyright in the Society’s publications shall be a matter to be decided between the contributor and the Council or Newsletter Editor or Publications Secretary.

No member shall use the name of the Society for the purposes of trade or profit.

A copy of these rules, which shall be governed by English law, shall be given to every person on becoming a member.

Notices shall be deemed to have been served 48 hours after posting to the last address recorded by the membership Secretary or relevant Regional Secretary.

Passed at AGM, 26/11/11