Bylaws of the Society

Bylaws, as ratified by H M Privy Council on 30 August 2007

I. Election and Admission of Fellows

1. Any individual, and appropriate institutions including museums, universities, colleges, libraries, and other bodies, whether corporate or not, with similar objectives or which share the objectives of the Society, may apply for election as Fellows of the Society

2. Individuals under the age of eighteen years or over that age and in full time education (but subject to the conditions specified in Byelaw 3) may apply for election as Student Fellows

3. No individual having reached the age of eighteen years shall enjoy the benefit of Student Fellow status for more than a period not exceeding four years as undergraduate student of a university together with a further period not exceeding four years as a postgraduate student working for a recognised postgraduate qualification and individuals seeking election as Student Fellows shall on application if under the age of eighteen years provide evidence of age and if over the age of eighteen years and in full time education shall on application and yearly thereafter on each year of renewal of their subscription as a Student Fellow provide evidence of their student status.

4. Any individual elected as a Student Fellow may on ceasing to be eligible as such by notification to the Society become a Fellow without formal election and any Fellow may provided they satisfy the requirements of Byelaw 3 become a Student Fellow.

5. In the following Byelaws and in the Regulations every provision referring to a Fellow shall apply to a Student Fellow

6. Every candidate for admission into the Society as a Fellow must be nominated by a Fellow or by the Council and any Fellow nominating a candidate shall confirm such nomination to the Society in writing. The candidate shall complete an application form which will be obtainable from the Society’s website or on request from the Society

7. The application form when duly completed shall be delivered to the Society and particulars of the candidate and nominator (if any) be read at one of the Ordinary Meetings.

8. At a subsequent Ordinary Meeting the said particulars shall be read a second time, and immediately after such reading the question of the election of the candidate shall be determined by a vote.

9. No person shall be declared to be elected a Fellow unless they have in their favour threequarters of the number voting.

10. When a person shall have been elected a Fellow one of the Secretaries shall by letter inform them of their election, and at the same time send them a membership card announcing the days on which the Meetings are to be held during the then current session. Fellows are expected to be familiar with the provisions of the Charter and Byelaws and Regulations of the Society which shall be available on the Society’s website or of which a copy shall be made available to any Fellow on request being made to one of the Secretaries.

11. No person elected a Fellow shall be entitled to exercise any privilege as such, nor shall their name be entered in the list of Fellows until such person shall have paid the annual contribution for the current year; and in the event of such person failing to pay the annual contribution for the current year within six months from the date of election, or within such further time as the Council may grant upon cause shown to them, the election of such person shall be liable to cancellation on the Council so deciding.

12. The annual contribution to be paid by Fellows shall be of such an amount as the Society on the recommendation of the Council shall at a General Meeting from time to time determine, and shall be paid in advance in the year of election, and be due on each successive first of January.

13. An individual Fellow aged 70 or over and of at least ten years standing as a Fellow of the Society may compound for their annual subscriptions, that of the current year included, by payment of a sum equivalent to ten times the annual rate of subscription current at the date of his or her electing so to do, or on such other terms as the Society on the recommendation of the Council shall at a General Meeting from time to time determine.

14. In the event of a Fellow being one year or more in arrear in the payment of their annual contribution such Fellow shall cease to be entitled to receive any of the publications of the Society, or to enjoy the privileges of Fellowship so long as such arrears remain unpaid.

II. Withdrawal and removal of Fellows

15. Any Fellow may withdraw from the Society by signifying their wish to do so by letter addressed to one of the Secretaries of the Society, provided always that such Fellow shall be liable for the contribution for the year wherein they so signify and provided also that they shall continue to be liable for the annual contribution until they shall have returned all books borrowed by them from the library of the Society, or shall have made compensation for the same to the satisfaction of the Council.

16. In case the conduct of any Fellow shall, in the reasonable opinion of the Council, be injurious to the character or interests of the Society, the Council shall either at the Annual General Meeting, or at a Special General Meeting convened for the purpose of taking the conduct of such Fellow into consideration, submit a motion that such Fellow be removed from the Society. Not less than fourteen days’ notice of the intention to submit such a motion shall be given to every Fellow resident in the United Kingdom whose address is known.

17. The question of the removal of such Fellow shall be decided by ballot, and if a majority of three-fourths of the Fellows balloting shall vote that such Fellow be expelled, such Fellow shall thereupon be removed from the Society, and the Chairman shall so declare.

18. In the event of a Fellow being two years or more in arrear in the payment of their annual contributions the Council may, after due notice shall have been given to such Fellow, and, if the arrears are not paid in full within two months of the giving of such notice, remove such Fellow from the Society.

III. Honorary Fellows and honorary Vice-Presidents

19. Any individual, whether or not a Fellow of the Society eminent in Numismatics or in another field and having made a significant contribution to Numismatics may be proposed as an Honorary Fellow by completion and signature by three or more individual Fellows of a proposal in such form as the Council shall from time to time prescribe.

20. The mode of proposing and voting for an Honorary Fellow shall be the same as that prescribed in the case of an ordinary Fellow; but no person shall be eligible for election as an Honorary Fellow unless the Council shall have previously approved of him or her as a candidate.

21. When a person shall have been elected an Honorary Fellow, the Secretary shall inform him or her thereof, and forward to such Honorary Fellow a certificate drawn up in a form prescribed by the Council.

22. Honorary Fellows shall not pay annual contributions; they shall not hold Office in the Society, although if prior to their election as Honorary Fellows they were duly elected Fellows of the Society they shall remain entitled to vote in General Meetings of the Society and they may serve and vote on the Council as non-office holding members thereof and shall otherwise enjoy all the privileges of a Fellow. Honorary Fellows who prior to their election as Honorary Fellows were not duly elected Fellows of the Society shall not be entitled to vote in General Meetings of the Society nor to serve on the Council but shall otherwise enjoy all the privileges of a Fellow.

23. The Society may elect not more than three individuals who are considered to have made an outstanding contribution to Numismatics to be Honorary Vice-Presidents of the Society, the procedure for proposal and election being as for Honorary Fellows and Byelaw 21 shall apply

IV. Meetings of The Society

24. The Ordinary Meetings of the Society and the Annual General Meeting shall be held as hereinafter provided during the period (“the Session”) October to June inclusive . Special General meetings shall be held as hereinafter provided.

25. Those entitled to vote at Ordinary Meetings of the Society and the Annual General Meeting, and also at any Special General Meeting shall comprise Individual Fellows over the age of eighteen years, and whose privileges have not been suspended pursuant to Byelaw 14; and persons nominated pursuant to Byelaw 26 by Institutional Fellows whose privileges have not at the time of voting been suspended pursuant to Byelaw 14 who shall be entitled to vote on behalf of the Institutional Fellows nominating them.

26. An Institutional Fellow may by written notice given to one of the Secretaries of the Society by a duly authorised officer thereof nominate one person to vote on its behalf at any meeting of the Society. Such nomination may be cancelled by like written notice and may then be replaced by a fresh nomination.

V. Ordinary Meetings of the Society

27. Ordinary Meetings shall be held monthly from October to May inclusive during each Session. A notice of the days and hours and the places of the Ordinary Meetings shall be sent annually before the first Meeting in October to every Fellow whose address is known.

28 The order of business at the Ordinary Meetings shall be such as may from time to time be determined by a Regulation of the Council. Ten persons present and having the right to vote shall form a quorum.

29. Visitors may be introduced at Ordinary Meetings subject to such regulations as may from time to time be made by the Council.

VI. The Annual General Meeting

30. An Annual General Meeting shall be held, in accordance with the provisions of Section 7 of the Charter, on such day in June of each year as the Council may appoint. Twenty persons present and having the right to vote shall form a quorum

31. Not less than twenty-one days Notice of the date time and place of the Annual General Meeting shall be sent to every Fellow resident in the United Kingdom and Northern Ireland at the last address of each Fellow communicated to the Society , together with a list of the Council’s recommendations for the members of Council for the next Session. Such list shall contain blank spaces for the insertion of other names by Fellows in place of those recommended should they so desire and shall be used as the ballot paper for voting for members of Council for the next Session, and may be sent or delivered to one of the Secretaries in advance of the meeting or handed to one of the scrutineers of the ballot at the meeting.

32. The principal objects of the Annual General Meeting shall be:

  1. To vote for candidates for Fellowship whose applications have already been read at a previous Ordinary Meeting.
  2. To receive from the Council the Report of the proceedings of the Society during the previous Session, including the Report of the Treasurer and the accounts for the previous calendar year and if the Meeting thinks fit to approve the same.
  3. To determine such questions as may be raised relating to the affairs of the Society.
  4. To elect the Officers and Council for the ensuing year.
  5. To make, repeal, or amend the Bye-Laws of the Society in accordance with any notice previously given at least twenty one days in advance.

33. The election of the Council shall be by ballot of those present at the Meeting, and the ballot shall remain open for not less than half an hour, and the time at which the ballot will open shall be specified in the notice convening the Meeting provided that any list of Council’s recommendations for members of Council returned to one of the Secretaries in accordance with Byelaw 31 shall be treated as a vote cast at the Meeting.

34. The President or Chairman shall appoint two or more Scrutineers from among the Fellows present to superintend the ballot during its progress, and to report the result to the Meeting.

VII. Special General Meetings

35. Special General Meetings of the Society may be held from time to time, as occasion may arise, for the purpose of taking into consideration some special matter or matters relating to the Society, or for the making, repealing, or altering of the Bye-Laws of the Society, subject to the allowance of Her Majesty’s Privy Council. Twenty Fellows present and entitled to vote shall form a quorum.

36. Notice of not less than twenty-one days of the date time and place of the Meeting, setting out the Resolution to be proposed at the Meeting, shall be given to every Fellow resident in the United Kingdom and Northern Ireland in each case at the last address of each Fellow communicated to the Society .

37. No business save that specified in such notice shall be entered upon or discussed at such Meeting. A Special General Meeting shall be summoned by the direction of the Council, either at its own initiation or on a request in writing being made and signed by seven or more Fellows entitled to vote.

VIII. The Council

38. The Council shall consist of eighteen Members, that is to say, the President, two Vice-Presidents, a Treasurer, four Secretaries, two of whom shall be primarily responsible for the day to day administration of the Society, one of whom shall act as Publications Secretary, and another as Librarian, and ten ordinary Members.

39. Not more than seven out of the ten ordinary Members of the Council shall be eligible to serve in the same capacity for the ensuing year.

40. Members of Council elected at an Annual General Meeting shall take office on the first day of October following, that is to say, at the start of the next Session, and retiring Members of Council shall continue in office until the start of the next Session

41. The President and the Vice-Presidents shall retire after having served for five Sessions; all other Officers shall retire after having served for five Sessions, but in any such case such persons shall if willing to continue and if requested to do so by the Council be eligible for re-election.

42. The Council shall meet once in every month during a Session; meetings of Council shall be held on the same day as, and immediately prior to, the Ordinary Meeting for that month and the Annual general Meeting, and on such other days, whether or not during a Session, as the President shall after consultation with the other Officers of the Society consider necessary; and due notice of each Meeting shall be sent, by one of the Secretaries, to every Member thereof, five of whom shall form a quorum.

43. All questions shall be decided in the Council by open vote, except the award of the Society’s Medal, when a ballot shall be taken. (See Bye-Law 69).

44. The Council shall draw up a Report of the proceedings of the Society, to be presented at the Annual General Meeting, together with a statement of the receipts and expenditure and of the financial position of the Society drawn up by the Treasurer.

45. The Council may from time to time make such regulations and issue such orders, not inconsistent with the Charter and Bye-Laws, as shall appear to them conducive to the good government of the Society and to the proper management of its concerns, and all such regulations and orders shall be binding on the Fellows and Honorary Fellows and on the Officers and Servants of the Society.

46. The publications of the Society shall be under the charge of the Council, and they may appoint such persons as Editor or Editors, Printers, and Publishers, and rescind or vary such appointments as they may from time to time see fit.

47. The Council shall have power (1) to enter into agreements and contracts for the purpose of providing suitable locations for the meetings of the Society, for the care of the property of the Society, and for the publications of the Society, and generally for the purpose of carrying on the affairs of the Society; (2) to alter, vary, enforce, or rescind any such contract; (3) to purchase any necessary furniture or equipment, or books for the Society’s library, and to sell or exchange such furniture equipment or books as may not be required.

48. The Council may direct the Common Seal of the Society to be affixed to any deed to which the Society is to be a party.

49. In the case of the resignation or death of any Officer or Member of the Council, the Council shall have the power to fill up such vacancy for the remainder of the current Session.

50. Minutes of the Proceedings of the Council shall be taken by one of the Secretaries, and shall be afterwards fairly entered into a minute-book, and having been read at the next Meeting of the Council, shall be signed by the President or other Chairman of the Meeting.

IX. The President

51. The President shall, in virtue of his or her office, be the Chairman of the Council and of all Meetings of the Fellows and a Member of all Committees appointed by the Council. It shall be the duty of the President to summon Meetings of the Council in accordance with Bye-law 42.

52. In the case of a vote being taken by ballot or otherwise, and the numbers being equal, the President or other person chairing the Meeting in question shall have a casting vote in addition to his or her own vote.

53. It shall be the duty of the President when prevented from being present at any Meeting of the Society or Council to give timely notice to a Vice-President in order that his or her place may be properly filled. Failing the availability of a Vice-President Bye-law 54 shall apply

X. The Vice-Presidents

54. It shall be the duty of the Vice-Presidents to fill the place of the President when he shall be absent from the Meetings of the Fellows or of the Council. In the absence of a Vice-President the Meeting may elect a Chairman.

XI. The Treasurer

55. It shall be the duty of the Treasurer:

  1. To supervise the collection of all money due to the Society, to see that every sum so soon as received is paid to the Society’s Bankers.
  2. To see that no item of expenditure greater than such amount as shall from time to time be approved by the Council (and recorded in the minutes of a Council Meeting) is paid unless authorized by the Council, and to advise the Council as to the sums required and the availability of funds for the carrying on of the work of the Society.
  3. To supervise the keeping of the Society’s accounts in the manner directed by the Council and to submit them to such auditors as the Society may from time to time appoint.
  4. To prepare a report showing the financial position of the Society for presentation at the Annual General Meeting. Such report shall state the receipts and disbursements, and the balance in hand, and shall be audited annually by two or more auditors chosen by the Society at one of the three Ordinary Meetings immediately preceding the Annual General Meeting.

56. It shall also be the duty of the Treasurer to report to the Council from time to time the names of any Fellows in arrear with their annual contribution and the Secretaries shall provide the Treasurer with the necessary information for this purpose from the Society’s records.

XII. The Secretaries

57. One of the Secretaries shall attend the Meetings of the Society and Council, to take minutes of their proceedings and cause them to be entered as early as possible in the minute-books, and at the beginning of each Meeting to read the minutes of the previous Meeting.

58. At the Ordinary Meetings one of the Secretaries shall read the applications of candidates for Fellowship of the Society and shall read such letters and communications and report on such matters as the Council may direct. At Special General Meetings one of the Secretaries shall read the notice convening the Meeting, and at the Annual General Meeting the report of the Council. The Secretaries shall, subject to the control of the Council, undertake the general supervision of the affairs of the Society, exercise control over any paid Officers and persons employed by the Society or self-employed persons doing work for the Society, and conduct the correspondence of the Society.

59. The library shall be under the special care of one of the Secretaries, who shall be termed the Librarian.

XIII. The Common Seal Charter, Deeds, and Property

60. The Common Seal of the Society shall be a representation of the Symbol of Metals and Mintage, surrounded by the words, Sigillum Societatis Regiae Numismaticae.

61. The Charter and the Common Seal of the Society and any Deeds and securities shall be kept in a secure place.

62. Every deed to which the Common Seal is to be affixed shall be sealed in the presence of and signed by two Members of Council authority for execution thereof having been given by the Council and recorded in the minutes of the Council.

63. The property of the Society is vested in the Fellows, but no Fellow is entitled to any distinct or separate share in the estate, revenue, or effects of the Society, and the Society shall not and may not make any dividend, gift, division, or bonus in money unto or between any of its Fellows.

XIV. The Library etc.

64. The Library and records and any other property of the Society shall be under the control and care of such officers and other persons as the Council may from time to time appoint.

65. The Library shall be open for use by the Fellows, and books may be borrowed by them subject to such rules and regulations as may from time to time be made by the Council.

XV. The Publications

66. The publications of the Society shall be printed at such time or times and in such form as the Council shall think fit, and shall be in charge of such person or persons as the Council from time to time may appoint as Editor or Editors.

67. Every paper and article accepted for publication in a journal of the Society shall, in consequence of such acceptance, be considered as the property of the Society, unless there shall have been any previous commitment with its Author to the contrary; and the Editor or Editors may, subject to the control of the Council, publish the same in any way and at any time that they may think proper, and shall take steps to ensure that the copyright in such papers and articles is vested in the Society.

XVI. The Medal

68. A Medal of the Society may be awarded not more often than once in each year, but not necessarily so often, to some individual highly distinguished for services to Numismatics.

69. The award shall be made by the President and Council of the Society, who shall at one of their Meetings discuss the merits of candidates proposed as recipients of the Medal, and at some subsequent Meeting shall award it by ballot.

70. Due notice shall be given to each Member of the Council of the days when the discussion and ballot are to take place.

71. No Medal shall be awarded unless the candidate obtain the votes of at least two-thirds of those present at the Meeting.

72. Members of the Council for the time being shall not be disqualified as candidates for the Medal, but must withdraw from Council Meetings for so long as the award of the Medal is being discussed or balloted for and in their case the vote must be unanimous.

73. The Medal shall be presented at a Meeting of the Society.

XVII. Communications and the Society’s Website

74. Communication of any matter to the Society or by the Society by email shall provided that the sender can be verified be equivalent to communication in writing and applications for election as Fellows of the Society may be sent by email.

75. The Society shall maintain on the Internet a website which shall be under the control of the Secretaries. Council may decide that certain information on the website shall be available only to Fellows and Honorary Fellows of the Society and be accessible by means of passwords

XVIII. Alteration of the Bylaws

76. The making, repeal, or amendment of Bylaws may be considered and determined at the Annual General Meeting of the Society, or at a Special General Meeting summoned for the purpose, such amended or altered Bylaws to be subject to the allowance of Her Majesty’s Privy Council.

77. A notice of a motion for the making, repeal, or amendment of any Bylaw or Bylaws must be in writing, signed by the President or Chairman on behalf of the Council or by seven or more Fellows, and such Bylaws must be consistent with the conditions laid down in Section 8 of the Charter.