SOSSI Constitution and By-Laws
Revised - January 1, 1995 as published September 1994
Amended - May 2000 with changes published November 1999
Amended - January 1, 2006 with changes published September 2005
Amended - January 1, 2009 with changes published September 2008
Amended - January 1, 2010 with changes published September 2009
Amended - January 1, 2014 with change published September 2013

Article I   Name and Purpose Article II   Membership
Article III   Officers Article IV   Duties of Officers
Article V   Committees Article VI   Election of Officers
Article VII   SOSSI Journal Article VIII   SOSSI Website
Article IX   SOSSI Sales Service Article X   Chapters
Article XI   Conventions and Business Meetings Article XII   Dues
Article XIII   Compensation Article XIV   SOSSI Recognition Awards
Article XV   Affiliations Article XVI   Amendments
Article XVII   Dissolution  

Article I   Name and Purpose

Section 1.  The name of the organization is the "Scouts on Stamps Society International, Inc." (SOSSI).  SOSSI may hereafter be referred to as the corporation.

Section 2.  The SOSSI shall have as its purpose:

(a)  to encourage friendly exchange of knowledge and information and to create international good will through Scout philately.

(b)  to further better understanding among the peoples of the world through a common interest in Scouting and Scout philately.

(c)  to support efforts in behalf of stamp collecting merit badges and proficiency badges through the recognized Scouting organizations.

(d)  to exclusively operate for philatelic, scientific, educational, and non-profitable purposes and is specifically limited to those purposes permitted by Section 501(c)(3) of the Internal Revenue Code.

Section 3.  It is the intention of SOSSI to conduct its business in a non-profit manner such that all proceeds from donations, dues, advertisements, sales of publications and philatelic items, etc. may be dedicated to fulfilling its purpose.

Section 4.  It is SOSSI's commitment to administer its activities in accordance with the highest standards of ethical conduct.

Section 5.  In support of its purpose, SOSSI may:

(a)  solicit and accept contributions and donations and to collect such dues and publication revenues as may be necessary or desirable for the furtherance of the purposes of the corporation.

(b)  construct, hire, purchase, own, lease, operate, manage, maintain, acquire by gift or devise and to sell and dispose of all real and personal property necessary, incidental or convenient to the conduct, business and purposes of the corporation.

(c)  borrow money for corporate purposes and to make, accept, endorse, execute and issue promissory notes, bill of exchange, bonds, debentures or other obligations from time to time for the purchase of property for any purpose in carrying out the aims and purposes of the corporation and to secure payment of any such agreement, conditional sales contract, pledge, assignment or deed of trust.

Article II   Membership

Section 1.  There shall be three classes of membership: Life, Junior, and Regular; and that these memberships shall be open to the general public.

Section 2.  Regular membership is open to any adult 18 years of age or over when sponsored by one current member.

Section 3.  Junior membership is open to anyone under 18 years of age when sponsored by one current member and having the endorsement of a parent or guardian.

Section 4.  Life membership is open to any individual, qualified for Regular or Junior membership, who prefers to make a one time payment of dues as set by the Board of Directors.

Section 5.  Electronic membership is open to any individual, qualified for Regular or Junior membership, who prefers to access the Journal electronically.

Section 6.  Application for membership shall be made in writing to the Secretary and shall be accompanied by the required dues.

Section 7.  Any member failing to submit dues within 60 days of the due date shall be dropped from membership automatically by the Secretary, who shall give notice to the President.

Section 8.  There are no anonymous, unpublished or otherwise hidden memberships.  Dues may be billed or mailings addressed to a company, but membership applications must be submitted on behalf of individuals.

Section 9.  Any membership, or elective or appointive officer or other SOSSI position, may be revoked for conduct deemed detrimental to SOSSI if revocation is voted by a two-thirds vote of the elected officers.  Such conduct may have occurred before or after the individual was granted member, officer, or position status.  In case of the revocation of an elected officer's position or membership, said officer will not have a vote on such matter.

Article III   Officers

Section 1.  The elective officers of SOSSI shall be: President, two Vice Presidents, Treasurer, and nine Directors.

Section 2.  The immediate Past President shall be an officer of SOSSI, unless previously removed from the Presidency by the elected officers, and shall function at the request of the President.

Section 3.  The appointed officer of SOSSI shall be a Secretary.  The appointed officer shall be appointed by the President, subject to approval by a majority of the Board of Directors.

Article IV   Duties of Officers

Section 1.  President.

(a)  Take general charge of SOSSI business and activities, subject to the provisions of the Constitution and By-Laws and all officially communicated policies of the Board of Directors.

(b)  Preside at all officially called general meetings.

(c)  Approve all disbursements for payment by the Treasurer.

(d)  Select the appointive officer, the Secretary, subject to approval by a majority of the Board of Directors.

(e)  Appoint the Journal Editor, subject to approval by a majority of the Board of Directors.

(f)  Appoint the Advertising Manager and the Assistant Editor(s)  as recommended by the Journal Editor, subject to approval by a majority of the Board of Directors.

(g)  Appoint the Sales Service Manager, subject to approval by a majority of the Board of Directors.

(h)  Appoint the Webmaster(s), subject to approval by a majority of the Board of Directors.

(i)  Appoint the Assistant Webmaster(s) as recommended by the Webmaster(s), subject to approval by a majority of the Board of Directors.

(j)  Appoint the chairpersons of all committees.

(k)  Be ex-officio member of the Board of Directors and all committees, except the nominating committee, with a vote only in the case of a tie.

(l)  Be bonded in an amount set by the Board of Directors.

Section 2.  Vice Presidents.

(a)  Assist the President upon request.

(b)  Serve as chairperson of any committee upon request of the President.

(c)  One Vice President, delegated by the Board of Directors, shall approve disbursements to be made by the Treasurer in the event that the President is unable or unavailable to perform his duty.

(d)  One Vice President, delegated by the Board of Directors, shall act as President in the event that the President is unable or unavailable to serve, until the President is able to resume the Presidential duties, or until a new President is elected.  Only if all Vice Presidents decline the duties of President, shall other SOSSI officers be approached to act as president, based on the process described in the document, "Appointive Procedure, Unexpired Term of Elected Officer."

Section 3.  Treasurer.

(a)  Receive and disburse all SOSSI funds.  All disbursements shall be made only upon written approval by the President, who shall be an authorized signer of SOSSI's accounts in the event that the Treasurer is unable or unavailable to perform his/her duty.

(b)  Make quarterly reports of the financial status to the President and the Board of Directors.

(c)  Send to the President a financial report for the calendar year by the following March 1st.  This report will be published in the Journal.  Note: The fiscal year of the Corporation shall be the calendar year.

(d)  Make available for audit SOSSI records of receipts and expenditures and bank statements at least once each year at a time and place designated by the President.

(e)  Notify the Journal Editor of the names of donors to the Society so that proper gratitude can be published.

(f)  File the required Federal and State tax returns.

(g)  Obtain bonding insurance for the appropriate elective and appointive officers or positions as established by the Board of Directors.

(h)  Be bonded in an amount set by the Board of directors.

Section 4.  Secretary.

(a)  Keep all official records of SOSSI, except those maintained by the Treasurer.  This retention responsibility includes the official minutes of the SOSSI annual meeting.

(b)  Promote new memberships and answer correspondence regarding the same.

(c)  Prepare and mail all notices for membership renewal and payment of dues.

(d)  Maintain an accurate roster of SOSSI membership.  Notify the President of all additions, deletions and changes of address on the membership roll.

(e)  Forward all dues received, identified as to member paying same, to the Treasurer.

(f)  Assure that the mailer for the Journal has current name, address and status information.

(g)  Be bonded in an amount set by the Board of Directors.

Section 5.  Directors.

(a)  Serve as the members of the Board of Directors.

(b)  Develop policies for guidance of SOSSI and its officers.

(c)  Appoint, by majority vote, any qualified SOSSI member to fill the unexpired term of any elected officer, except the President, or to fill a newly created position.  In the event of a Presidential vacancy, the Board of Directors shall delegate an acting President as specified in Article IV Section 2(d).

(d)  Approve, by majority vote, the appointment by the President of one of the directors as the Chairperson of the Board of Directors for a one year term.

(e)  Serve on any committee upon request of the President.

(f)  Establish the amount of bond for the appropriate elective and appointive offices or positions.

(g)  Establish the dues schedule for all classes of SOSSI membership.

Section 6.  Chairperson of the Board of Directors.

(a)  Manage the voting process for any decision requiring a majority vote of the members of the Board of Directors.

(b)  Manage the process for the biannual election of Officers and Directors, and advise the President in the selection of the nominating committee.

(c)  Call and chair the Board of Directors meetings as appropriate.  A Board of Directors meeting should be called in conjunction with each annual general membership meeting of SOSSI.  However, the Board meeting shall be held separately.

(d)  Appoint a meeting chair if unable to attend a Board meeting.

(e)  Assist the President, as requested.

Article V   Committees

Section 1.  Committees may be established or abolished by the President for such purposes as membership, chapter affairs, research, publicity, records, promotion, audit, conventions, cachet, estate, ad hoc, and such other committees as the President may designate.

Section 2.  The Nominating committee is an organization as established in Article VI.

Section 3.  The chairperson of the records committee will be known as the SOSSI Historian.  The Historian will coordinate with SOSSI officers and members to maintain a collection of all SOSSI documents, photographs, memorabilia, etc.

Section 4.  All committee chairpersons shall be responsible to the President or to a vice president if so designated by the President, and shall make written reports to the responsible officer of committee actions.

Section 5.  Committee chairpersons shall appoint as many committee members as they deem necessary to accomplish the purpose for which they were appointed.

Section 6.  All committee chairpersons and members, except the nominating committee chairperson, serve at the pleasure of the President.

Article VI   Election of Officers

Section 1.  The nominating committee shall consist of three members who are not candidates for office: a director, one non-director officer and one non-officer member.  The President selects the nominating committee on a biannual basis.  The director shall be the chairperson of this committee.

Section 2.  Nominations may be made by petition with the consent of the nominee, by a SOSSI Chapter or any five members (not including the nominee)  by submission in writing to the Chairperson of the Nominating Committee.  Only one person can be nominated for each available office by a chapter or a five member group.  To be considered in a given calendar year, the requested nominations must be submitted prior to June 30.

Section 3.  The nominating committee may add, if desired, one nominee for each office in which the term is expiring in addition to the petitions received per Section 2.  First consideration shall be given to qualifications, secondary to geographic coverage.

Section 4.  The names of the nominees shall be forwarded to the Editor for inclusion in the September/October issue of the Journal.

Section 5.  An official ballot shall be included with the September/October issue of the Journal wherein will be listed the candidates selected by the nominating committee with a second additional line available for write-in votes by the members.

Section 6.  Votes may be cast by mail using the ballot provided in the SOSSI Journal.  Alternatively, votes may be submitted by email if sent by the member from the email address on record.

Section 7.  A simple majority vote of all members voting, cast for each office, shall be required for election.  Voting shall be closed as of December 1, of the year, unless an extension is authorized by the Chairperson of the Board.

Section 8.  Election of officers shall be held every other year, with the results being announced in the January/February issue of the Journal following the election, or in the earliest issue possible, if an extension is involved.

Section 9.  Newly elected officers shall assume office on January 1, or immediately upon notification, if such notification is later than January 1.

Section 10.  The term of office shall be as follows:

(a)  President: two years

(b)  Vice Presidents: two years

(c)  Directors: four years with as many being elected each election year as is necessary to fully populate the Board

(d)  Treasurer: two years

Section 11.  No officer, except the Treasurer, shall stand for reelection to any office to which he/she has already been elected for three full successive terms, unless at least one year intervenes between such elections.  There is no limit to the number of successive terms the Treasurer may serve.

Article VII   SOSSI Journal

Section 1.  The President shall appoint the Editor of the SOSSI Journal which shall be the official periodic publication of SOSSI.  The SOSSI Journal shall be devoted to Scout philatelic news and research, SOSSI affairs, SOSSI chapter activities, and other philatelic articles.

Section 2.  The Journal shall be printed and delivered to all Regular and Junior members.  The Journal shall be made available electronically to all Electronic members.  Life members are authorized to receive a printed Journal, but may elect to forgo postal delivery in favor of the electronic version.

Section 3.  The Journal Editor is a non-officer position.  The Editor serves at the pleasure of the President.

Section 4.  The Editor shall determine the appropriateness and acceptability of all advertisements, news items, and research articles submitted.  When in doubt, the Editor will seek guidance and approval of the President being subject only to the Constitution and By-Laws and policies approved in writing by the Board of Directors.  The Board of Directors shall establish policies regarding the type of articles acceptable for publication in the Journal.

Section 5.  The Editor or the Advertising manager may sell advertising space in the Journal at rates approved by the Board of Directors and shall forward funds received to the Treasurer.

Section 6.  The Editor may recommend Assistant Editor(s)  to be appointed by the President, as may be required to produce a quality publication.

Section 7.  The Journal Editor and Advertising Manager shall be bonded in an amount established by the Board of Directors.

Article VIII   SOSSI Website

Section 1.  The President shall appoint the Webmaster(s) of the SOSSI Website which shall be the official world wide web presentation of SOSSI.  The SOSSI Website shall be devoted to Scout philatelic news and research, SOSSI affairs, SOSSI chapter activities, and other philatelic articles.

Section 2.  The SOSSI Webmaster(s) is a non-officer position.  The Webmaster(s) serves at the pleasure of the President.

Section 3.  The Webmaster(s) shall be responsible for acquiring and retaining the "www.sossi.org" domain name and other similar names, as deemed necessary, under the ownership of SOSSI.

Section 4.  The Webmaster(s) shall determine the appropriateness and acceptability of all advertisements, news items, and research articles submitted for posting.  When in doubt, the Webmaster(s) will seek guidance and approval of the President being subject only to the Constitution and By-Laws and policies approved in writing by the Board of Directors.  The Board of Directors shall establish policies regarding the type of articles acceptable for presentation on the SOSSI Website.

Section 5.  A "members only section" of the SOSSI Website shall be established to contain past issues of the Journal and other special presentations that may attract new members.

Section 6.  The Webmaster may sell advertising space on the Website at rates approved by the Board of Directors and shall forward funds received to the Treasurer.

Section 7.  The Webmaster may recommend Assistant Webmaster(s) to be appointed by the President, as may be required to maintain a quality presentation.

Section 8.  The Webmaster(s) shall be bonded in an amount established by the Board of Directors.

Article IX   SOSSI Sales Service

Section 1.  In order to raise funds to supplement dues for the production of the Journal or other philatelic publications (e.g., Scouts on Stamps of the World)  a Sales Service function is authorized.  It is intended that Scout philatelic material including special SOSSI publications and SOSSI promotional items be acquired for sale by mail, at SOSSI meetings, philatelic events, jamborees, camporees and other Scout activities.

Section 2.  The Sales Service will be administered by the Sales Service Manager, a non-officer position.  The Manager serves at the pleasure of the President.

Section 3.  The budget for the purchase of inventory shall be determined by the Board of Directors.  Guidelines regarding the type, quantity, methods of purchase, purchase costs, methods of sale or price of items for resale by the Sales Service shall be established by the Board of Directors.

Section 4.  An annual financial account and inventory statement will be sent to the Treasurer and the Board of Directors.

Section 5.  A page in the Journal will be made available at no cost to the Sales Service Manager for promotion and sale of SOSSI materials.

Section 6.  With the approval of the Board of Directors, the SOSSI logo may be authorized for use on patches, decals, seals, jewelry, clothing, etc. by the Sales Service Manager or on request by individual Chapters.

Section 7.  The Sales Service Manager shall be bonded in an amount established by the Board of Directors.

Article X   Chapters

Section 1.  Chapters in SOSSI may be formed with five or more members.

Section 2.  The purpose of local Chapters shall conform to the purpose of the international parent organization as stated in Article I, Section 2 of this Constitution and By-Laws.

Section 3.  The officers of the Chapter shall be: President, Vice President, Secretary and Treasurer.

Section 4.  The Chapter Secretary shall forward the name of the Chapter and its officers to the Chapter Affairs Chairperson.

Section 5.  Each Chapter shall have a number assigned by the Chapter Affairs Chairperson.

Section 6.  Chapter meetings shall be held at least once each year.

Section 7.  Chapter Secretaries shall forward, annually, by February 1, a report of Chapter activities and a financial report to the Chapter Affairs Chairperson.  The chapter will be considered inactive if the annual report is not submitted.

Section 8.  The Board of Directors, by majority vote, may dissolve or suspend any chapter failing to comply with the terms of this article or for any activity detrimental to SOSSI.

Article XI   Conventions and Business Meetings

Section 1.  A Convention shall be held each calendar year unless waived by a majority vote of the Board of Directors.  It is intended to bring together members in the furtherance of the SOSSI purpose and conduct SOSSI business.

Section 2.  Conventions may be held during any National or World jamboree of a Boy Scout or Girl Scout/Guide organization or during any major philatelic event with the approval of the President.  Chapters are encouraged to volunteer to host the annual convention.

Section 3.  The time and place of the Convention shall be announced in the Journal at least 90 days in advance.

Section 4.  Business meetings may be called by the President or the Board of Directors with 30 days notification of all officers.

Section 5.  No quorum (majority) of officers is required at any Convention or business meeting.  However, the implementation of any decisions must conform to the voting requirements in the Constitution and By-Laws.  Absent officers may be polled after the meetings.  A proxy system may be used for Board of Director meetings

Article XII   Dues

Section 1.  The amount of dues for Regular, Junior and Life memberships shall be established by the Board of Directors and based on balancing budgetary considerations with the desire to maximize SOSSI membership.

Section 2.  The schedule for payment of periodic dues by Regular and Junior members shall be established by the Board of Directors and published in the Journal.  Dues not paid within 60 days after the month due will cause the member to be dropped from the rolls.

Section 3.  Dues for reinstatement of a dropped member may be subject to a reinstatement fee plus the annual dues.  Reinstatement becomes effective the month following receipt of dues and reinstatement fee.  The reinstatement fee will be determined by the Board of Directors and will cover administrative costs.

Article XIII   Compensation

Section 1.  All Officers and Directors shall serve without compensation.  Certain expenses of officers, as established by the Board of Directors, incurred in the performance of their duties (not including travel expenses)  may be reimbursed.

Section 2.  The Editor may be paid a sum each month the Journal is published for services rendered, by the direction of the President with the approval of the Board of Directors by majority vote.  The Editor also may be reimbursed for certain expenses as authorized by the Board of Directors.

Section 3.  The Sales Service Manager may be reimbursed for certain expenses incurred in the performance of this office, as authorized by the Board of Directors.

Section 4.  The Webmaster(s) may be reimbursed for certain expenses as authorized by the Board of Directors.

Article XIV   SOSSI Recognition Awards

Section 1.  SOSSI has two different SOSSI recognition awards.  The SOSSI Honorary Director Award is presented to SOSSI members who have rendered outstanding service to SOSSI over a number of years.  The SOSSI Distinguished Philatelist Award is presented to SOSSI members who have demonstrated technical philatelic excellence in areas such as exhibiting, judging, researching, expertizing and/or authoring.

Section 2.  The President, with majority approval of the Board of Directors, may appoint, in any one year, a maximum of one SOSSI Honorary Director Award and one SOSSI Distinguished Philatelist Award.

Section 3.  A SOSSI Honorary Director, as such, shall act as an advisor to the Society but shall have no vote as an officer.  The Honorary Director shall, however, retain voting rights as a member.

Section 4.  A SOSSI Honorary Director is appointed to serve for life, but may be removed from this position by their own request, death, or upon a two-thirds vote of all officers and the Board of Directors.

Section 5.  SOSSI Honorary Directors shall be exempted from further payment of dues.

Section 6.  SOSSI Honorary Directors may hold elective or appointive office.

Section 7.  SOSSI Distinguished Philatelists shall receive a suitable memento (such as a plaque, plate or certificate) and the appointment should be publicized in the philatelic press.

Article XV   Affiliations

Section 1.  The Board of Directors may initiate or terminate affiliations with other philatelic organizations when it is deemed in the best interests of SOSSI, by a majority vote.

Article XVI   Amendments to the Constitution and By-Laws

Section 1.  Amendments to the Constitution and By-Laws may be proposed by the Board of Directors at any time or proposed by petition of 20% of the membership, addressed to the Board of Directors. All such proposed amendments, if received in a timely manner, shall be presented by the Board of Directors to the membership not later than the next annual meeting of SOSSI.

Section 2.  Proposed amendments approved by majority vote of the Board of Directors or submitted by petition shall be forwarded to the Editor for publication in the next issue of the Journal.

Section 3.  The Constitution and By-Laws may then be amended by a two-thirds vote of the membership voting, which must be held within two months following announcement of the proposed changes in the Journal.  Balloting must end 30 days after the issuance of the ballots.

Section 4.  Votes may be cast by mail using the ballot provided in the SOSSI Journal.  Alternatively, votes may be submitted by email if sent by the member from the email address on record.

Section 5.  If an amendment is approved which abolishes an elective or appointive officer position, the seated officer, although relieved of their duties, retains their officer status for the unexpired portion of their term.

Article XVII   Dissolution

Section 1.  In the event of dissolution of the activities of SOSSI, the Treasurer shall donate the entire treasury balance, after paying all debts, to a non-profit organization(s) as shall at the time qualify as an exempt organization(s) under section 501(c)(3) of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States Internal Revenue Law) as selected by the Board of Directors.