ARTICLE I - NAME
The name of this Society shall be "Canadian Antique Phonograph Society", (the "Society"), ("CAPS").
ARTICLE II - PURPOSE
The Canadian Antique Phonograph Society is dedicated to sharing information about, collecting, and preserving
phonographs, gramophones, historic sound recordings and related artifacts, especially those of Canadian content.
ARTICLE III - EXECUTIVE
The Executive shall consist of the following Officers: President, Vice-President, Secretary-Treasurer,
Program Convenor, Editor Antique Phonograph News, Past-President, Auction Manager; and Directors: Membership Promotion
& Advertising, Catering, Auctioneer. All Officers and Directors shall be members of the Society.
Term of Office
The term of office for all officers shall be three (3) years. All terms of office shall begin on July 1 and end on June 30 of
the following year.
The Executive shall hold meetings at such times and places as it deems advisable, appoint committees, employ necessary
employees, authorize proper expenditures and take such other measures as may be necessary or proper to carry out the
purposes of the Society. The Executive shall present an annual report to the membership.
Policies and Procedures
The Executive is responsible for developing Policies and Procedures as are deemed necessary.
The presence of one-half to the nearest person of the total Executive shall be called a quorum for the transaction of any
business and the vote of a majority of the quorum shall be the act of the Executive. Officers shall vote in person and not by
Vacancies in all offices shall be filled by the Executive for the unexpired term of the office.
A member of the Executive may be impeached only by unanimous consent of the balance of the Executive.
ARTICLE IV - OFFICERS and DIRECTORS
The President shall oversee, manage and provide direction to the Executive; shall co-ordinate the roles and activities of the
Executive Team; shall appoint and maintain involvement of non-executive CAPS members in the running of such activities
as: catering, meeting reports, advertising, meeting set up, photography.
The Vice-President shall stand in for the President when he is unable to fulfil his responsibilities; shall
create awareness of CAPS aims and raise the Society's profile among collectors and organizations with related special
interests; shall carry out publicity campaigns for any required membership drives or special events.
The Secretary-Treasurer shall be responsible for CAPS financial management; shall receive, account for and deposit all
funds of the Society in a bank account in the name of the Canadian Antique Phonograph Society; shall make authorized
disbursements by the issuance of cheques; shall maintain appropriate financial records subject to inspection; shall prepare
annual budgets and financial reports and make proposals to ensure maintenance of a contingency fund; shall ensure that
catering and meeting room costs are funded and payment collected from members at meetings; shall process applications for membership in the
Society; shall maintain membership records and collect dues; shall prepare envelopes and address labels and assist in the
distribution of the newsletter; shall record the minutes of all meetings of the Society; shall assist in answering
correspondence; shall maintain the CAPS archives.
The Program Convenor shall plan, organize and execute a program of eight (8) CAPS meetings per year.
Editor Antique Phonograph News
The Editor shall design, edit and publish the Society's official publication at the agreed frequency, consistent with the objectives of the
Society and in the interest of the members; shall make recommendations on editorial policy; shall gather information on
events and activities and solicit articles consistent with editorial policy.
The Past President shall provide advice to the new Executive and shall carry out or advise on special projects.
The Auction Manager shall be responsible for all aspects of the auction.
Membership Promotion & Advertising
The Membership Promotion & Advertising Director shall be responsible for disseminating CAPS publicity material and membership
applications, selling CAPS membership gift forms to members, soliciting advertising, and following up on lapsed members.
The Catering Director shall ensure that refreshments are available for all attendees at CAPS meetings.
The Auctioneer shall preside over the auctions at CAPS meetings.
All Officers and Directors shall perform such other duties as may be requested by the Executive.
ARTICLE V - MEMBERSHIP
Regular membership is open to those who have been accepted as members.
Honorary membership may be conferred on those who have rendered valuable service or other noteworthy contributions to
All persons of good character who have an interest in antique phonographs, gramophones, sound recordings and related
artifacts are eligible to become members. The Treasurer shall accept any application complying with the requirements of the
Each member shall be entitled to one vote on each matter submitted to a vote of the members.
Termination of Membership
The rights of any person as a member of this Society, including his/her right to vote, shall cease immediately upon
suspension, expulsion, or termination of membership. Any member may be suspended for a period or expelled for cause,
such as violation of any of the articles of the Constitution of the Society or for conduct prejudicial to the best interests of the
Society. Such suspension or expulsion shall be at the unanimous vote of the Executive, with the exception of the person
proposed for suspension or expulsion if he/she is a member of the Executive.
At least fifteen (15) days before a vote may be taken for the suspension or expulsion of a member, a statement of the charges
against him/her and a notice of the time when the Executive proposes to take action must be sent to such member by
registered mail. Such member shall be given the opportunity to present a defense at the time and place mentioned in the
Membership ceases upon failure to pay dues.
ARTICLE VI - MEETINGS
The Society shall aim to have at least eight (8) meetings each year. At each meeting of the Society, the general order of
business may include: Remarks, Reports, Program, Refreshments and Auction.
ARTICLE VII - FINANCES
Annual dues shall be set by the Executive and all members shall be informed. Dues are payable upon notice.
The Executive may accept on behalf of the Society any contribution, gift, bequest or device for the general purposes or for
any special purpose of the Society.
The fiscal year of the Canadian Antique Phonograph Society shall be January 1 - December 31.
ARTICLE VIII - COMMITTEES
Committees shall be established as the needs arise by the President and/or Executive. The chair of each committee shall be
appointed by the President. The Executive in its discretion at any time may terminate the authority of any committee and
ARTICLE IX - NOMINATIONS AND ELECTIONS
Eligibility to Serve
The President shall be eligible to serve no more than two terms consecutively. All other offices are open to all regular members.
The out-going President shall be the chair of the nominating committee.
As each three (3) year term for officers is expiring, sufficient time shall be allotted for:
notice of a pending election
a call for nominations
the mailing and return of ballots
Any regular member may nominate in writing a candidate with the proposed candidate's approval and a seconder. At a
regularly scheduled meeting, the ballots shall be counted by the out-going president and two (2) scrutineers, and all members
shall be informed of the result. In the event of a tie vote for any office, the President shall cast the deciding vote.
ARTICLE X - AMENDMENTS
Proposals from the general membership for amendments to the articles of the Constitution must be supported by not fewer
than nine (9) regular members and shall be submitted in writing to the Executive. The Executive may make proposals for
amendment to the Constitution. Articles of the Constitution shall be amended by a 2/3 vote of the members attending a
regularly scheduled meeting of the Society provided that the proposed amendments have been published in the newsletter
with sufficient notice. Votes submitted by mail shall be eligible if received by the President prior to the meeting.
Amendments shall be published in the newsletter.
Adopted January 1990
Revised September 1999
Revised June 2000
Revised April 2005