NATIONAL TOKEN COLLECTORS ASSOCIATION
CONSTITUTION AND BYLAWS
Article 1 - NAME
The name of this organization shall be NATIONAL TOKEN COLLECTORS ASSOCIATION.
Article 2 - OBJECTIVES
Section 1. The Association shall operate as a non-profit educational organization.
Section 2. The objectives and purposes of the Association shall be to promote the hobby of collecting all tokens, medals and exonumia; however, emphasis will be placed on merchant trade tokens. Collectors of all ages will be encouraged to become involved in this educational and entertaining pursuit.
Section 3. The organization will advance and disseminate research, knowledge, and information affecting the hobby through its monthly publication TALKIN’ TOKENS. This publication shall be the official means of communication with members.
Section 4. The organization may, from time to time, publish additional educational and informative items separate from TALKIN’ TOKENS.
Article 3 - MEMBERSHIP
Section 1. The membership of this organization shall consist of regular members only. Any individual of good moral character shall be eligible for membership.
Section 2. Application for membership must be made on the official form of the organization. This form must be completed, signed by the applicant, and submitted with the membership fee, and any other applicable fees, to the Secretary of the organization. If accepted to membership in the Association, the membership fee will not be subject to refund for any reason.
Section 3. Submission of the membership application form implies that the applicant agrees to all the rules and regulations of the organization as approved by the membership or the Executive Committee.
Section 4. The Secretary shall assign permanent membership numbers in numerical sequence in the order in which membership application forms are received. Assigned numbers shall never be reassigned or reused. Those members who joined the Association on or before December 31, 1996, are considered Charter Members, and may have “CM” as a prefix to their assigned membership number.
Section 5. Members shall be entitled to all privileges of the organization including the right to vote, hold office (except as limited by Article 4, Section 13), and receive the official publications of the organization.
Section 6. The organization will publish periodically a directory of its members and their collecting interests.
Section 7. The Executive Committee shall have summary powers by a vote of a majority of its members to suspend, expel, or terminate the membership of any member upon conviction of a crime involving moral turpitude, or for any verified unfair practice involving token collecting, or for any conduct which in its opinion disturbs the order, dignity, business or harmony, or impairs the good name, popularity or prosperity of the Association.
Article 4 - OFFICERS AND ELECTIONS
Section 1. The elected officers of this organization shall be a President, a Vice President, and five Directors. The President and Vice President shall be elected by a simple majority vote of the voting members in good standing of the Association. Directors shall be elected in order by the total number of votes received.
Section 2. The appointed officers of this organization shall be a Secretary, a Treasurer, and an Editor.
Section 3. The elected officers and the appointed officers shall comprise the Executive Committee.
Section 4. The Executive Committee shall make the appointments of the appointed officers.
Section 5. The election of officers shall be held in each odd-numbered year. Any member in good standing shall be eligible for nomination. Nominations and written acceptance of such nomination by the nominee shall be sent to the Secretary.
Section 6. The nominating period shall end at midnight, June 30, of the election year. The slate of officers and a ballot shall be mailed to members in good standing by July 15 of the election year. In the event that there are no contested positions or other matters to be decided by ballot, the ballot will not be mailed to members, and the Secretary shall be instructed to cast a unanimous vote for the candidates.
Section 7. The President may form a nominating committee to solicit, encourage, and present a slate of nominees for the elective offices.
Section 8. The President will appoint a 3-member Election/Counting Committee (plus one alternate) who will prepare the ballot and associated instructions. The appointees must agree to be present and participate in the ballot counting. No candidate for elected office will be appointed to serve on this committee.
Section 9. If ballots are required (in the case of contested races), the Secretary will insure that the ballot is included in, or as an insert in, the August issue of Talkin' Tokens.
Section 9a. Ballots must be returned to the person appointed to receive them and must be postmarked on or before August 20th (August 21st if the 20th falls on a Sunday). This provides approximately three weeks for members to vote and mail their ballots.
Section 9b. E-mail voting is not only permissible but also encouraged. E-mail votes must be received by 9:00 PM CST, August 20th. The authorized individual receiving the e-mailed votes will print them and include a hard copy with those ballots mailed to him/her.
Section 9c. The voting member's name must appear in the return address portion of the envelope or included in the first section of the e-mailed vote. Including the word "ballot" in the subject line of the e-mailed ballot will make it easier for the receiver to sort mail. Including the membership number as well on the envelope or e-mail will facilitate verifying eligibility to cast a vote.
Section 9d. The votes should be counted by the committee appointed by the President at the end of the set-up day at the annual convention but, in any event, must be counted prior to the first official meeting at the convention. The time and place of the counting will be announced to the membership in attendance by the committee so any members who wish to observe the counting may do so. If known in advance, every effort would be made to publish the time and place in Talkin' Tokens. The results of the voting will be recorded by the Election Committee and include at least the following information:
a. Number of ballots submitted via mail and number submitted by e-mail.
b. Number of ballots not qualified and reasons for
c. Number of votes for each candidate.
d. The above information will be published in the
next available issue of Talkin' Tokens, depending
on publication timelines.
e. After 60 days without objection, the actual
ballots will be destroyed.
Section 10. The newly elected officers shall assume office as soon as they are sworn in.
Section 11. Any officer who is not a member in good standing of the Association automatically will be removed from office.
Section 12. Any officer may be removed from office by a majority vote of the Executive Committee for reason of misfeasance, malfeasance, or nonfeasance.
Section 13. In order to provide a more perfect flow of ideas and information for the benefit of the membership, it shall be a requirement that all NTCA officials maintain an active email address. These officials include all Officers and Directors, the Ethics Committee Chairman and the Production Manager. Any official who fails to maintain an active email address for a period of thirty (30) days will forfeit his office and be replaced by a vote of the executive committee. The email addresses of each of these officials will be published in Talkin' Tokens. This Section is effective September 1, 2005.
Article 5 - ANNUAL MEETING
Section 1. The annual meeting of the Association shall take place at the time, normally the Labor Day weekend, and the location approved by the Executive Committee.
Section 2. Additional meetings of the Association may be called at a time and place approved by the Executive Committee.
Section 3. The President, or a majority of the Executive Committee, may call meetings of the Executive Committee. Such meetings may be in person, by telephone, or by mail, to conduct the business of the Association.
Article 6 - DUES
Section 1. The annual membership dues amount shall be set by a majority vote of the Executive Committee. This amount can be changed at any time.
Section 2. Dues notices will not be sent. Membership dues in the amount in effect at the time the dues are to be paid shall be paid one year at a time in advance. Dues are payable by the first day of the month preceding the anniversary month of becoming a member of the Association.
Section 3. In each issue of Talkin’ Tokens, a listing of any new delinquent members shall be published. If membership dues are not paid by the last day of the month of the anniversary month of becoming a member of the Association, the member shall be suspended, and shall no longer be a member in good standing.
Section 4. Members suspended for non-payment of dues may be reinstated by paying the required dues. Such reinstated members will receive copies of all official publications of the Association as available since the date of suspension.
Article 7 - DUTIES OF OFFICERS
Section 1. President. The President shall be the chairman of the Executive Committee. The President shall be responsible and accountable to the membership for the business and conduct of the Association. The President shall preside at all meetings of the Association or of the Executive Committee. In the case of vacancy in any elected office, the President shall have the power to appoint a successor to fill the unexpired term of such vacancy.
Section 2. Vice President. The Vice President shall assist the President in the discharge of his duties, and shall act in place of the President in the case of his absence or inability to act. The Vice President may perform other duties as may be from time to time assigned to him. In the event of a vacancy in the office of President, the Vice President shall be elevated to the office of President, and the office of Vice President shall become vacant.
Section 3. Secretary. The Secretary shall maintain minutes of all in-person meetings, maintain membership information, and be responsible for official correspondence of the Association.
Section 4. Treasurer. The Treasurer shall be responsible for the funds of the Association, maintain accurate accounts of all financial transactions of the Association, provide a monthly summary accounting to the President, and provide an annual financial statement to the membership. He shall pay all duly authorized bills of the Association
Section 5. Directors. Each Director shall be a voting member of the Executive Committee, and shall assist the officers in any way possible. The Directors will comprise the Board of Directors and shall elect a Chairman of the Board. All Directors and Officers shall be responsible for bringing to the Executive Committee those matters which affect the business and well-being of the Association.
Section 6. Editor. The Editor shall be responsible for editing, printing, and mailing TALKIN’ TOKENS, and other Association publications that may be assigned to him. The Executive Committee will negotiate a per-issue service fee to be paid to the Editor.
Section 7. Executive Committee. The Executive Committee shall be comprised of the seven elected officers and the three appointed officers. Actions of the Executive Committee will be determined by a majority vote of its members. The President shall be chairman of the Executive Committee and shall vote only if necessary to break a tie vote. The Executive Committee shall manage the affairs of the Association.
Section 8. Each officer at the end of his term or removal from office for any reason shall deliver to his successor all books, papers, records, or other property of the Association.
Section 9. No officer, committee or member shall incur any expense in the name of the Association except with prior authorization and approval by the Executive Committee.
Article 8 - AMENDMENTS
Section 1. This Constitution and Bylaws may be amended by a simple majority vote of the voting members.
Section 2. Written proposals for the amendment of this Constitution and Bylaws may be submitted to the Secretary by any member in good standing or by the Executive Committee. The Executive Committee shall decide if any such proposal shall be submitted to the membership for a mail vote, and shall decide the voting procedure.