BY–LAWS of the COLLECTORS CLUB OF CHICAGO

[Ratified and Adopted the 12th day of February 2026, and as Thereafter Amended.]

DEFINITIONS

Ad hoc: ‘ad hoc’ is a Latin phrase that means “for this” or “for this specific purpose.” For CCC, it refers to committees formed or used for specific or immediate problems or needs

Clubhouse:   any facility owned, leased, rented, or otherwise utilized by the CCC.

Ex officio: ‘ex officio’ is a Latin phrase that translates as “from the office.” Ex officio members of the BOD and committees have all the same rights, privileges, duties and obligations as any other member.

Mail: any physical object that is delivered to a member’s mailbox or post office box, e,g, letters, bills, that’s sent through the United States Postal Service. For CCC purposes ‘mail’ also includes email and any other form of electronic communication.

Meeting:any properly noticed assembly of members of the CCC, either in person, by electronic means or combination of the two.

Notice: any communication requiring action on the part of the recipient and sent by mail, i.e., attendance at a meeting, call for a vote, paying dues. Notices must include the purpose of the notice; the action required; the date on which the notice was mailed; the date by which the action must be taken/completed; the name or position title of the person sending the notice

ARTICLE I. ORGANIZATION

Section 1. CCC Corporate Identification. The Collectors Club of Chicago (CCC) is and shall continue to be a registered 501c3 corporation chartered in the State in Illinois in accordance with the United States Internal Revenue Code Section 501(c). The CCC management shall include, but is not limited to, members of the Board of Directors (BOD), other Officers, Ambassadors, and Committee Chairpersons, all of whom shall be unpaid volunteers not receiving compensation of any type.

Section 2. Principal Office. The principal office of the CCC shall be at 1029 North Dearborn Street, Chicago, Illinois, 60610-2803.

Section 3. CCC Membership. The “CCC Membership” shall be the Active and Honorary CCC Members of the NFPC in good standing and constituting the CCC collective unit.

Section 4. CCC Realty. The “CCC Realty” shall be the CCC properties that include, but are not limited to, the CCC Clubhouse (a.k.a. “Cabeen House”).

Section 5. CCC Furnishings. The “CCC Furnishings” shall include, but are not limited to, the CCC Library, the CCC Arts and Antique Furniture, and the CCC Technical and Household Equipment, all of which are the aggregate collective property of the CCC.

Section 6. Library.  Ownership of the “CCC Library” shall be vested in the CCC, under the control of the BOD, and subject to such deeds and gifts as may be in effect or come into being. The CCC Library shall be made available to all public parties conducting philatelic research requiring philatelic literature.

Section 7. Fiscal Year. The fiscal year shall be the calendar year

ARTICLE II. MEMBERSHIP

Section 1. Qualifications. Any qualified philatelist being of good character may become an Active Member of the CCC regardless of age, gender, marital status, race, ethnicity, national origin, socioeconomic status, and political and/or religious and/or sexual persuasions.

Section 2. Active Membership. Active Members shall be such persons who have been invited to and accepted an invitation to the CCC membership following the admission procedures as outlined in Article VI.

Section 3. Ambassadorial Membership. The Ambassador member designation is an executive appointment bestowed by the President on selected CCC members in good standing. The Ambassador title is retained by the member until that time that the member submits a resignation from the position, or at that time that the member’s appointment is recalled. In this position, the member will officially:

• Represent the CCC at international philatelic exhibitions, as well as at other noteworthy
  philatelic meetings, seminars, USPS functions, and other events in which the CCC is
  invited to participate, or that the Ambassador Member is otherwise in attendance
• Be identified by CCC Lapel Pins which include an “Ambassador” citation bar
• Speak on behalf of the CCC in the fields of policies, activities, fields of endeavor, and in all matters related to the Good of the Order
• Finalize commitments on behalf of the CCC after pre-approvals are authorized by the
  CCC BOD.

Section 4. Honorary Membership. Honorary Membership shall be bestowed on Active Members the BOD deems as being deserving of such honor. An Honorary Member shall not be required to pay dues but must remit Meal Fees. Honorary Members shall be entitled to all privileges of CCC membership, to include the right to continue to vote.

Section 5. Final Decision for Membership Eligibility The decision of the BOD in the determination of the eligibility of any Active or Honorary member for their class of membership shall be final.

ARTICLE III. MEMBERSHIP PRIVILIGES

Section 1. Membership Entitlement. Active and Honorary CCC Members in good standing shall be the only members entitled to vote at any meeting of the CCC, to hold office, or to have and hold any fiduciary interest in the property or assets of the CCC. All voting must be in person(physically present or electronically in real time), and not by proxy

Section 2. Voting Rights. Active and Honorary Members in good standing shall have the following rights:

• One vote per member on all issues concerning the CCC which are brought to the membership for a vote.
• One vote per member in the election of CCC Directors.
• One vote per member for the recall of a Director.
• One vote per member in the amendment, adoption, correction and/or repeal of part or the entire CCC Constitution and/or CCC By-Laws.
• One vote per member to authorize dissolution of the CCC Realty and/or CCC Membership, as provided by law.

Section 3. The rights, benefits and responsibilities of membership shall be the same for the Active, Ambassador and Honorary Members as defined in the Constitution and Bylaws.

Section 4. No member of the CCC shall be personally liable for CCC debts or obligations except in cases of theft or dishonesty.

ARTICLE IV. INITIATION FEE

The initiation fee for members shall be determined by the BOD.

ARTICLE V. ANNUAL DUES

Section 1. Annual Dues. Rules and fees relating to annual dues shall be promulgated and enforced by the BOD.

Section 2. Meal Fees. Rules and fees relating to meal shall be set by the BOD. The Treasurer shall bill members semiannually or as directed by the BOD for the meals attended.

Section 3. Dues and Meal Fees Default. The Treasurer shall notify a member in default of payment for dues or meals by mail. Any member in default in payment of the dues or meal fees for a period of more than sixty (60) days may be suspended or terminated by the majority vote of the BOD.

ARTICLE VI. INVITATION TO MEMBERSHIP

Section 1. Prospective Members. A person being considered for admission to membership in the CCC must be at least twenty-one 21 years of age and must deliver a presentation on their philatelic specialty.

Section 2. Proposal for Active Membership. A prospective member must be nominated in writing by one CCC member and seconded by another, each nominating member documenting the candidate’s qualifications.

Section 3. Board Action. A proposal for CCC Active Membership shall be acted upon by the BOD following the presentation, with a majority of the BOD required to approve the candidate’s membership.

Section 4. Objection to Candidate’s Membership. Any member objecting to the admission of a candidate shall file a written objection with the BOD, accompanied by supporting facts to substantiate the objection. All objections shall be investigated by the BOD, and the findings and results shall be reported to the member submitting the formal objection.

Section 5. Invitation to Join the CCC. If the membership proposal is approved, the BOD shall instruct the Secretary to extend an invitation to the prospective member. The notice shall include, at a minimum, the amount of the dues; a statement that acceptance includes agreement to adhere to CCC policies, the APS Code of Ethics and the APS definition of conduct unbecoming a member, which are included in CCC Constitution and Bylaws by reference; the date by which the offer of membership expires.

Section 6. Membership Acceptance. Within thirty (30) days after receipt of notification of election to the CCC, a proposed member shall signify their acceptance of the invitation by mail and concurring with the CCC Constitution, CCC Bylaws, the APS Code of Ethic, and APS definition of conduct unbecoming a member; and by paying the initiation fee and dues. Otherwise, they shall be deemed to have declined the membership.

Section 7. Member Resignation. The resignation of an Active or Honorary Member shall become effective upon submission of written notice to the BOD.

Section 8. Membership Reinststement. Members who have resigned from the CCC in good standing are eligible for immediate reinstatement upon written notice to the BOD. A reinstated member must pay the dues and Meal fees pro-rata for the year of reinstatement

ARTICLE VII. NOMINATION FOR BOARD OF DIRECTORS

Section 1. Nominating Committee. The President shall, at least sixty (60) days before the date of the business meeting, appoint a Nominating Committee to consist of at least two (2) members who are not at the time members of the Board of Directors.

Section 2. Nominating Committee Responsibility. At least forty-five (45) days prior to the triennial election, the Nominating Committee shall notify the Secretary in writing of the Nomination(s) for each of the vacancies about to occur in the BOD.

Section 3. Nomination of Alternate Candidates. Seven (7) or more Active and/or Honorary Members may nominate Active Members for election to the BOD and/or offices by written notice to the Secretary, submitted at least forty (40) days prior to the date of election. The secretary shall advise the membership thereof at least thirty (30) days prior to the election date.

ARTICLE VIII. BOARD OF DIRECTORS (BOD)

Section 1. BOD Membership Requirements.  Only CCC Active members in good standing shall be eligible to election as Directors. The CCC Director candidates, as proposed by the CCC Nominating Committee, or by further nominations as directed in the By-Laws Article VII Section 3, shall be elected to office triennially by the Active and Honorary Members of the CCC in good standing and in accordance with the process specified by the BOD.

Section 2. BOD Meetings. The BOD shall hold meetings at least quarterly or as directed by the President.

Section 3. Special BOD Meetings Special Meetings of the BOD may be called by the President or upon the request of four (4) Directors. A written notice of Special Meetings shall be given at least 7 (seven) days prior to the holding thereof.

Section 4. BOD Meeting Quorum.  Four (4) Directors shall constitute a quorum at any meeting of the CCC BOD

Section 5. Vacancies on the BOD. In the event any CCC BOD member is unable to perform
their duties and responsibilities, the BOD may vote, in person or by mail, to remove such
Director from their position, declare that a vacancy exists for that position, and fill the vacancy.

• A vacancy in the office of President shall be filled by the BOD from among its own membership. The BOD shall call a BOD meeting within thirty (30) days for the purpose of naming a new President.
• A vacancy in any other elective or administrative office shall be filled by appointment by the President, subject to approval of the BOD.

Section 6. Bonding The CCC BOD may require that every Director, Officer, Ambassador, Committee Chairperson, and/or Member who is entrusted with monetary funds shall be bonded. The premium for such bonding shall be paid by the CCC.

Section 7. Directors, Officers and Ambassadors Insurance.  The CCC BOD may to require insurance to past, present and future CCC Directors, Officers, Ambassadors, and/or Committee Chairpersons covering damages resulting from alleged or wrongful acts committed in their position. The policy shall provide protection in the event of any actual or alleged error, misstatement, omission, misleading statement, or breach of duty. The premium for such insurance shall be paid by the CCC.

Section 8. Termination of Office. Upon the termination of their office, each CCC Director and Officer shall transfer to their successor all CCC funds, records, accounts and other assets in their possession within 10 days.

ARTICLE IX. COMMITTEES

Section 1. Standing Committees. All standing Committee members shall serve for a period of three (3) years, or until successors are appointed by the BOD. The following Standing Committees are established.

Section 2. Finance Committee. The CCC Finance Committee shall consist of no less than three (3) members, including the Treasurer. A Finance Committee Chairperson and committee member(s) shall be appointed by the President. The Committee shall:

• Manage all financial assets titularly held by the CCC.
• Prepare a budget, which will be submitted to the BOD within one month of the March annual business meeting.
• Advise the BOD on the current and projected financial status of the CCC investments, and the monies available for expenses, to include, but not limited to: capital expenses, ordinary expenses, extraordinary expenses, donation funding expenses, and any other expended, current or potential expenses.

Section 3. House Committee. The Chairperson and number of committee members of the CCC House Committee shall be determined by the BOD. The House Committee responsible for maintaining in good working order all aspects related to the physical structure of the CCC Clubhouse to include, but not limited to:

• Maintaining the heating and air conditioning systems
• Assuring that the alarm system is operating in the proper manner
• Maintaining CCC Clubhouse peripheral equipment
• Managing information services, e.g., all aspects of the computer and computer services required for CCC Clubhouse and CCC website projectsin coordination with the Outreach Committee

Section 4. Library Committee The Chairman of the Library Committee and number of committee members shall be determined by the BOD. The Chairperson shall be designated as the “Librarian”. The Chairperson of the Library Committee shall be responsible for all aspects required to maintain the CCC Library in a manner conducive to a professional philatelic atmosphere, to include:

• Organizing the library in a user-friendly manner
• Making rules and regulations for the ordinary use of the Library, its books, periodicals and contents, subject to the approval of the BOD.
• Reporting on the status of the budget to the CCC BOD on a quarterly basis, or at the request of the CCC BOD
• Procuring philatelic books, catalogues, journals, periodicals, auction catalogues and/or other publications deemed of value to the CCC Library
• Tracking donations to the Library, including, but not limited to books and journals donated by members
• Maintaining CCC entries into the APRL online catalog
• Recording Library items on loan to CCC members and their return.

Section 5. Outreach Committee. The Chairperson and number of committee members shall be determined by the BOD. This Committee shall coordinate interactions between the club, other philatelic organizations and the general public, including, but not limited to:

• Select manuscripts reflecting original academic or philatelic research for possible publication by the CCC. Final approval for publication of an original philatelic manuscript with the backing or support of the CCC shall remain with the BOD. The Committee shall report to the BOD quarterly or upon request.
• Coordinate CCC contact with philatelic societies, the philatelic press and other media, to publicize CCC news, events and new publications.
• Select recipient of the Pratt Award, a $1000 honorarium given annually to one (or prorated to two or more) author(s) for articles related to the philately of Newfoundland. The Chairperson shall report the recipient(s) of the Pratt Award to the BOD during the month of March, the award representing the work published during the previous year. The BOD shall be informed prior to any public announcements and shall be advised should a qualified recipient not be chosen.
• Maintain an up-to-date file of active CCC members who have volunteered to be guest speakers at philatelic and/or non-philatelic meetings, conventions, and similar gatherings held for the good of philately.
• Oversee content on the CCC Website, to include liaison with the CCC WebMaster and House Committee.

Section 6. Membership Committee.   The Chairperson and number of committee members shall be determined by the BOD. This committee shall oversee all CCC activities affecting the membership, including, but not limited to:

• Providing a speaker for the monthly meetings. The guest speaker can be either an invited guest, or a CCC member in good standing. The presentation must relate only to a philatelic subject. The Chairperson will inform the guest speaker that they are allowed to be accompanied by an additional adult guest of their choice on the date of their presentation;
• Arranging for catering for meetings and special CCC events;
• Maintaining an updated history of the CCC in an area designated by the BOD;
• Notifying CCC Members of the death of a CCC Member.

Section 7. Ad Hoc Committees.  Ad hoc Committees, the Chairperson and number of committee members shall be appointed by the President.

Section 7.1. Committee Reports.  The Committee Chair shall report to the BOD as directed by the President.

Section 7.2. Ex Officio Committee Members. A member of the BOD shall be an ex officio member of each ad hoc committee. The following are common duties:

• Attend committee meetings and participate in discussions
• Provide expertise, guidance and advice to the committee based on their background and skills
• Act in the best interests of the CCC and committee
• Vote on committee decisions
• Provide regular reports to the BOD on the activities and progress of the committee upon request of the President

Section 7.3. Loss of Ex Officio Status. If a BOD member serving as an ex officio member of a committee leaves the BOD for any reason, the BOD member shall lose ex officio status on all committees. The President shall appoint a replacement from current BOD members.

Section 7.4. Termination of Ad Hoc Committees. The CCC President shall terminate each ad hoc committee upon completion of its task.

Section 8. Termination of Committee Membership  Upon the termination of their office, each CCC Committee Chairperson and/or Member shall transfer to their successor, if any, in a timely manner all CCC funds, records, accounts and other assets in their possession

ARTICLE X. AMENDMENTS

These By-Laws may be amended at any general, triennial business, or duly and properly called special meeting of the CCC, at which the required quorum of fifteen (15) members qualified to vote shall be present. A copy of the proposed amendment(s) shall be mailed to all the members of the CCC at least fifteen (15) days prior to the meeting. Voting on the proposed amendment shall be in the manner specified in the meeting notice. A two-thirds (2/3rds) majority of the votes cast shall determine the result of the vote.