The day-to-day operation
of the Society, as well as its governing underpinnings, adhere to the following
- A numismatic focus
- Fun, education and enjoyment
of the hobby as primary motivation
- A healthy, Society-wide respect
for all individuals
- A fairness and civility among
Members referred to as 'netiquette'.
Official WINS business,
leading to binding decisions on the Society, is carried out via the Internet
according to Robert's Rules of Order, or at least roughly so. Motions
are made, seconded and voted upon. Whenever possible, motions are
framed such that ensuing votes have three possible outcomes: Yes, No, Abstain.
Candidates are self-declared or nominated and subsequently chosen by the
Membership in General Elections.
and computer technology known as the Internet, WINS does not exist.
Consequently, WINS depends on people who can understand, operate and properly
govern the use of Internet technology. Technologists such as Webmaster,
E-mail List Administrator, Chat Coordinator, Librarian and e-Auctioneer
are vital to the existence and ultimate success of WINS.
- For purposes herein, Internet technology is divided into two broad categories:
PULL and PUSH.
- PULL Internet Technology
requires active participation on the part of Internet users who make explicit
requests for information they receive online. Visiting web sites,
posting to news groups and using search engines are examples of PULL
- In contrast, PUSH Internet
Technology requires only passive participation by Internet users.
E-mail is an example of PUSH technology since unique online information
is delivered to users without explicit requests for it.
The Society is composed
of Members. WINS Membership is open to all individuals worldwide
who have a working e-mail address and who conduct themselves according
to the Basic Principles of the Society. Each Member supplies his
or her name and e-mail address to the Society. The Society assures
personal privacy for all its Members. Additional personal information,
over and above name and e-mail address, may be required during the Member
- A small, distinct subset of the Members is called the Leadership.
The distinction between regular Members and the Leaders is the only distinction
within the Society. All Members of the Society enjoy equal standing
under the Bylaws.
Duties of the Leadership
and the Membership - The Leadership has special duties and also
has the authority to carry out these duties. These Bylaws establish
the duties and authorities of the Leadership. All other duties and
authorities belong to the Membership.
Membership - To meet the needs of the Society, the Leadership may
classify Members according to various criteria, such as junior members,
dealer members, technologists, charter members and so forth.
on Membership - To preserve harmony in the Society, individual
Memberships may be denied, refused or cancelled. All decisions regarding
denial of membership are made by the Leadership alone. The primary
reason for denial of membership is a demonstrated, continuous, repeated
refusal to abide by the Basic Principles of the Society. Ample warning
must be given prior to expulsion of any Member from the Society.
Minors, under the age of
13 years, must have adult approval in writing from a parent or guardian
to become a Member of the Society.
The Membership Database
- WINS Membership is defined by a database containing the names of individual
Members and, at a minimum, corresponding e-mail addresses. The Leadership
is responsible for the creation and maintenance of the Membership Database.
The Leadership controls
access to the Membership Database. The Leadership must place privacy
of individuals as the top-most priority over other considerations when
dealing with all aspects of the Membership Database.
An Active Member is one
Only Active Members may vote.
- appears in the Membership
- uses an e-mail address that
accepts e-mail messages from WINS and
- subscribes to at least one
Society function that uses PUSH Internet technology, such as e-mail.
PULL activities, such as visiting the WINS web site, are not sufficient
to qualify for Active Membership.
At least once per year the Leadership must determine those Members who qualify as Active Members and those members who do not qualify. The Membership Database must be annotated accordingly. Further, at least once per year, the total number of Active Members (the number of Active Members on each Email List) must be published on the WINS website for easy access by the entire Membership via the Internet.
WINS Leadership is composed
of individual adult Members (18
years of age or older) as
- Vice President
- Operations Administrator
- Newsletter Editor
- In executing the responsibilities of the office, the President shall:
- Preside over Leadership meetings.
- Call for votes and administer voting and elections.
- Create and facilitate committees, as needed, comprised of the Vice President and other active-member volunteers.
- After recommendation by another Leadership Member, consider the approval and appointment of active members to fill vacant non-elected, volunteer positions, as needed, such as the Auctioneer, Assistant Webmaster, Assistant List Supervisor, Assistant Librarian and Assistant Newsletter Editor.
- Pre-approve all media coverage, including media releases, promotions and advertising.
- Oversee public relations in an effort to ensure that the Society in always seen in the best light.
- Cause the development, updating and maintenance of a WINS "Standard Operating Procedures Manual" (SOP).
- Develop, update and maintain the President's portion of the WINS SOP Manual.
- Monitor the general well-being of the Society.
- Report activities to the Membership as necessary.
- Delegate responsibility and authority as desired, or as required to meet the needs and complete the tasks of the Society.
- Perform similar executive duties as deemed necessary by the Leadership or the Membership.
The initial development of a WINS "Standard Operating Procedures Manual" (SOP) shall be a priority of the first elected President. The SOP Manual shall explain in sufficient detail all of the operations of the Society and shall serve as a guideline for all of the basic, daily functions of the Leaders and Assistants. It shall contain information in a fashion that would allow any newly elected or newly appointed Leader or Assistant to assume office and easily carry out the duties of that office. Once developed, the SOP Manual shall be updated for each office by the incumbent as necessary. Copies of all updates shall be forwarded to the President. The President shall retain the current SOP Manual, provide a copy of the appropriate section(s) to each Leader and Assistant, and shall pass it on from President to President. The manual may contain sensitive information and should not be considered a document that's accessible outside of the Leadership realm.
The Vice President
- In executing the responsibilities of the office, the Vice President shall:
- Perform the duties of the President in the absence of the President.
- Represent the Leadership in all Committee meetings.
- Work hand-in-hand with the Secretary to develop and disseminate media releases.
- Develop, update and maintain the Vice President's portion of the WINS SOP Manual as directed by the President.
- Assist the President by monitoring the well-being of the Society.
- Perform similar executive duties as deemed necessary by the Leadership or the Membership.
- In executing the responsibilities of the office, the Secretary shall:
- Accurately record and archive Society business using current, data archival methods.
- Maintain minutes of Leadership meetings, voting records, legal paperwork and the like using current, data archival methods.
- Work with the Vice President to develop and issue media releases as necessary.
- Maintain these Bylaws, ensuring that they are up-to-date and properly posted for the Membership.
- Function as the WINS Historian.
- Develop, update and maintain the Secretary's portion of the WINS SOP Manual as directed by the President.
All internet meeting minutes shall be maintained in the form of archived emails between the meeting members. The archived emails shall be the official minutes, and shall be retained in the Secretary's archives for at least
seven years. Meeting minutes are private and for the use of WINS members only. Meeting minutes will either be posted regularly or will be available by request as forwarded copies. At the discretion of the leadership, meeting minutes may be posted or released either in the full, archived email format or in summary format. They shall not be posted or maintained on the WINS website nor on any other media available to the general public. If meeting minutes are posted, they shall be posted in a private forum where WINS
members have ready access. If meeting minutes aren't regularly posted, they shall be stored by the Secretary until a copy is requested by any WINS member. If meeting minutes aren't regularly posted, the leadership shall notify members every time a meeting has taken place so that it's known that a copy of the minutes are, or will be available upon request. Meeting minutes shall be posted or be ready for release not later than 15 days after each meeting.
Other records maintained by the Secretary need not be readily accessible online to WINS Members, but they must be made available within a reasonable timeframe to any Active Member who requests a copy.
- In executing the responsibilities of the office, the Treasurer shall:
- Be responsible for the financial dealings of the Society and shall generate, maintain and archive accurate financial reports using current, data archival methods.
- Receive all moneys collected by, earned by, or donated to the Society.
- Maintain all of the Society's financial accounts, operational and investment, such as checking, savings and holding accounts as approved by the Leadership.
- Disburse funds as approved by the Leadership.
- File any required financial documents for the Society.
- Develop, update and maintain the Treasurer's portion of the WINS SOP Manual as directed by the President.
Records maintained by the Treasurer need not be readily accessible online to WINS Members, but they must be made available within a reasonable timeframe to any Active Member who requests a copy.
The Operations Administrator
- In executing the responsibilities of the office, the Operations Administrator shall:
- Ensure the continuous daily functioning of the Society's PULL and PUSH technology including:
a. The Society's Internet Domain (website), its operation and its compatibility with all of the major Internet Browsers.
b. The Society's Opt-in Email Lists, their operation, sign-ups and administration.
- Provide direct assistance to the President for any and all Society elections and voting as requested by the President.
- Provide assistance to the Newsletter Editor, Librarian, Auctioneer and any other member in the form of HTML, data formatting and website presentation.
- Be responsible for acquiring any additional PULL and PUSH technologies or services required by the Society and approved buy the Leadership.
- Be responsible for recommending and acquiring assistants to perform the daily IT tasks, as needed; such assistants, including Assistant Webmaster and Assistant List Supervisor, to be approved and appointed by the President.
- In the best effort to keep the Society functioning, ensure that a data backup is maintained to the extent that said backup could be used by a knowledgeable IT person to reinstate or reconstruct the Society's IT function; a copy of said backup to be maintained off site from the Webmaster with the off
site location to be determined by the elected Leadership.
- Develop, update and maintain the Operations Administrator's portion of the WINS SOP Manual as directed by the President.
To perform the duties of Webmaster or Assistant Webmaster, the member must have a working knowledge of the Internet, Internet Service Providers (ISPs) and domain registration services, HTML and web page design, as well as
optimization techniques for web pages and image presentation.
To perform the duties of List Supervisor or Assistant List Supervisor, the member should have a working knowledge of various Email List and Forum services.
The Newsletter Editor
- In executing the responsibilities of the office, the Newsletter Editor shall:
- Be responsible for the development of all aspects of the Society's online newsletter, including but not limited to writing, editing, and HTML formatting for web page display and editing.
- Make use of all available numismatic resources such as member and non member articles, hobby news and information from other hobby and media publications to obtain items worthy of placement in the newsletter
- Ensure that the newsletter maintains a positive format and always presents the Society in the best light.
- Ensure that all copyright laws are observed for newsletter materials including text and images.
- Work hand-in-hand with the Operations Administrator to prepare the newsletter for the website and to maintain the newsletter website design.
- Be responsible for recommending and acquiring assistants to help produce a quality newsletter, as needed; such assistants, including Assistant Newsletter Editor, to be approved and appointed by the President.
- Develop, update and maintain the Newsletter Editor's portion of the WINS SOP Manual as directed by the President.
- In executing the responsibilities of the office, the Librarian shall:
- Be responsible researching, gathering and preparing materials for display in the online Library in the website.
- Work closely with the Newsletter Editor to ensure that all articles published in the newsletter are also placed in the online Library with proper author credit.
- Ensure that all copyright laws are observed for library materials including text and images.
- Work hand-in-hand with the Operations Administrator to prepare Library data for the website and to maintain the Library website design.
- Be responsible for recommending and acquiring assistants to help produce a quality online Library, as needed; such assistants, including Assistant Librarian, to be approved and appointed by the President.
- Develop, update and maintain the Librarian's portion of the WINS SOP Manual as directed by the President
The Leadership jointly holds responsibility for the day-to-day operation of the Society. E-mail addresses of all individual Leaders must be published for easy PULL access via the Internet. The Leadership is responsible for locating, enabling and retaining Technologists who can effectively
provide an Internet infrastructure necessary to keep the Society operating
- From time to time Leaders may meet via the Internet to conduct official
business regarding the operation of the Society. Leadership meetings
may be open to the (Active) Membership, or they may be closed meetings,
at the discretion of the Leadership. WINS Technologists participate
in all Leadership meetings to bring their expertise to bear on Society
At any time, any Active
Member may make a Formal Motion from the Membership (FMM) as long as the
FMM is seconded by another Active Member. An FMM may be forwarded
to any person within the Leadership via the Internet. The Leadership
as a whole is obligated to consider all FMMs received. The Leadership
may vote on FMMs at Leadership meetings. Alternately, the Leadership
may conduct a General Election to decide the outcome of one or more FMMs.
If an FMM is voted on by the Leadership, and the Leadership denies the
motion, the Active Member who submitted the FMM may cause the FMM to be
posed to the Active Membership in a General Election provided that three
additional Active Members second the motion to do so.
- Any Active Member may volunteer to play a non-Leadership role in the
Society. These non-Leadership Volunteer Positions may, or may not,
be sanctioned by the Leadership.
The Leadership must provide
Internet capabilities to support one or more WINS Newsletters. Only
Active Members may publish, or participate in the publication of, any WINS
Newsletter. The Newsletters must be easily accessible by all Active
Members of WINS using PULL Internet technology. The Leadership
may suspend support of any Newsletter that does not operate under the Basic
Principles of the Society. Newsletters may not be PUSHed to
the Membership, only PULLed.
Votes may be held within
the Leadership, or be posed by the Leadership to the Active Membership
as a whole. Ballots may be open or sealed, as appropriate. But, when the
voting is sealed, the voting totals will always be published to the Membership
by the Leadership at the conclusion of the voting. This will be accomplished
by publishing the total number of YES, NO and ABSTAIN votes. The outcome
of the voting is defined by a simple majority of those who vote, except
when these Bylaws are amended which requires a 2/3rds majority of those
who vote. Only the Leadership and other Active Members may vote.
A vote is only valid, however,
under the following circumstances:
1. As the Society is Internet
based, not every member is regularly online. As such, when a vote is proposed
by the Leadership to the Active Membership, the Active Membership must
be made aware of the vote in question by the use of PUSH technology. Voting
must remain open after the PUSH for at least one week, but not longer than
two weeks, at the discretion of the Leadership, before the votes are tallied.
This will ensure as many Active Members as practical are aware of the vote
taking place. No minimum number of votes received is needed for the vote
to be valid.
2. As the Leadership is a cohesive
guiding body, a vote posed to the Leadership is valid only if the number
of votes cast by the Leadership is greater than one half of the number
of currently filled Leadership positions. In other words, if all eight
Leadership positions are filled, at least five votes are needed for a vote
to be valid.
These Bylaws may be amended at any time to meet the needs of the Society. A motion to amend the Bylaws may be made by any Active Member. All proposed changes to the Bylaws must be reviewed by a Bylaws Revision Committee comprised of Active Members within 30 days of the motion. The Committee Chairman shall then submit to the President for review the Committee's findings - proposed textual changes, or recommend motion dismissal with cause. The President shall notify the member who made the motion of the Committee's findings, and shall make arrangements for a vote of the Active Membership, as necessary, in a timely manner. Amendments to these Bylaws must be approved by a 2/3 majority of those Active Members who vote on the bylaws amendment proposals.
Once every two years, the
Leadership administers and conducts a Society-wide General Election for
all Leadership positions. New Leaders are elected, or incumbent Leaders
are retained, by vote of the Active Membership. All candidates, and the
General Election itself, must adhere to the Basic Principles of the Society.
All candidates must be Active Members in good standing. There are no term
limits and individual Leaders may serve as long as they continue to be
elected. However, all elected Leaders must remain on at least one Push
technology List for their entire term. Any Leader who withdraws from regular
contact with the active membership by not remaining on at least one Push
technology List for their entire term, is automatically deemed to have
resigned his/her elected office.
Two months before polls
are opened, the Leadership must notify the Active Membership of its intention
to conduct a General Election. Polls must be open for at least two weeks.
Partial counts, early disclosures, predicted outcomes and the like are
strictly forbidden. Once polls are open and voting has started, the final
tally must be complete and the outcome published to the Active Membership
within one month.
Though WINS Leaders usually
hold office for two years at a time, due to exigent circumstances, a passed-FMM
may cause a mid-term Leadership election for an individual Leader or multiple
Appointment of Leadership Positions and Special Elections
1. When a Leadership vacancy occurs which is the result of the unanticipated departure of a Leader who already occupied an elected office, then the remaining Leadership shall immediately discern all interested candidates
for that vacant office. This shall be accomplished by announcing the vacancy and giving eight days after the announcement for interested candidates to become known.
a. When less than one year of the term for the vacant office remains: After eight days of discerning candidates, the remaining Leadership, may take up to seven additional days to consider and discuss the candidates. Then, by majority vote, the remaining Leadership shall fill the vacant post from
the pool of interested candidates within fifteen days of the announced vacancy. The newly-appointed Leader shall assume the vacant office for the balance of the term.
b. When one year or more of the term for the vacant office remains: After eight days of discerning candidates, the remaining Leadership shall immediately announce a Special Election to fill the vacant office wherein all active members may vote. The Special Election shall run for seven days, and the newly elected Leader is determined by majority vote of those active members who voted. This procedure should cause the vacant office to be filled within fifteen days, at which time the newly-elected Leader shall assume the vacant office for the balance of the term.
c. If one year or more of the term for the vacant office remains, but only one candidate is interested in filling the vacancy, then there's no need to have a Special Election, and the remaining Leadership shall vote, within fifteen days, on accepting that candidate for the vacant office. If the majority of the remaining Leadership votes to accept that candidate, then the newly-elected Leader shall assume the vacant office for the balance of the term.
2. When a Leadership vacancy exists because no member was interested in running for that office during the last regular election, then the other Leaders shall continually attempt to locate interested candidates for the vacant
a. If only one candidate is eventually discerned, then there's no need to have a Special Election. In that event, the other Leadership shall immediately announce the interested candidate and then shall wait eight days to ensure that no additional candidates surface. After eight days, and if no additional candidate is known, then the remaining Leadership shall vote on accepting
the sole candidate for the vacant office. If the majority of the Leadership votes to accept that candidate, then the newly-appointed Leader shall assume the vacant office for the balance of the term.
b. If more than one candidate is eventually discerned within the eight-day timeframe, then the remaining Leadership shall immediately announce a Special Election to fill the vacant office wherein all active members may vote.
The Special Election shall run for seven days, and the newly elected Leader is determined by majority vote of those active members who voted. This procedure should cause the vacant office to be filled within fifteen days, at which time the newly-elected Leader shall assume the vacant office for the balance of the term.
3. When a Leadership vacancy exists for any reason, and for any length of time, and the remaining Leadership has not been able to discern any interested member to fill the vacancy, then the remaining Leaders must, via consensus, absorb the duties of the missing Leadership position among themselves; or seek assistance from the active membership to help cover the duties of the missing Leadership position; or the President may appoint one of the other existing Leaders to function in the capacity of the vacant Leadership position. If the President makes an appointment as such, then that Leader will be functioning in two Leadership capacities, but shall only have one vote among the Leadership or in other membership voting.
Before the Leadership makes an appointment in any Leadership capacity that requires certain skills, the Leaders must first determine that the member they're considering for the appointment has the minimum requisite skills for the office, or is able to acquire such skills within a reasonable and acceptable amount of time.
CASH ASSETS DISBURSEMENT
Should WINS ever cease to exist, the cash assets of the club shall be donated by the WINS Treasurer, or by other such keeper of the funds at that time, to the American Numismatic Association (ANA). Should the ANA no longer exist at that time; or should the ANA be unwilling to accept the cash assets; or should the ANA be deemed as an unworthy recipient due to controversial circumstances at that time, then the cash assets shall be donated by the WINS Treasurer, or by other such keeper of the funds at that time, to one or more other non-controversial, bona fide, not-for-profit, numismatic organization(s) having open world-wide membership, whose objectives include furthering numismatic knowledge and cultivating numismatic interests.