FEPA Statutes

Chapter I – Introduction

  1. The name of the Federation is „Federation of European Philatelic Associations“ abbreviated to „FEPA“. It was founded in 1989.
  2. FEPA shall represent philatelists of countries as defined under 8.1, 8.2 and 8.3 through their respective National Philatelic Federations, Associations or Unions
  3. FEPA is an Associate Member of FIP and FEPA shall work in accordance with Statutes and all Regulations of FIP. They shall be fully respected.
  4. The administration of FEPA shall have no permanent headquarters. The headquarters will normally be located in the country of the President of FEPA.
  5. FEPA will operate as a non-profit-making organization.
  6. Deleted

Chapter II – Objectives

  1. FEPA has the following objectives:

7.1 to coordinate the philatelic activities of the member Federations in Europe

7.2 to represent a European viewpoint and European interests to other philatelic organizations especially FIP, Continental Federations, Postal and Dealers Organizations.

7.3 to give support to National Member Federations in all philatelic or administrative aspects

7.4 to promote and stimulate the interest in stamp collecting among young people

7.5 to promote, to advise and / or organize philatelic events including competitive and non-competitive exhibitions in Europe

7.6 to encourage the publication and distribution of philatelic literature

7.7 to issue an official FEPA magazine under the title „FEPA NEWS“

7.8 to cooperate in all aspects with FIP to support the FIP aims and activities.

Chapter III – Definition of Membership

8.1 National Federations, Associations or Unions of European countries can be FEPA members.

8.2 According to special agreement with FEPA and FIP the Israel Philatelic Federation is a FEPA Member.

8.3 FEPA Membership will also be accepted for national Federations of countries in North Africa as long as no African Continental Federation has been founded.

  1. Admission

9.1 Applications for FEPA membership must be submitted in writing to the FEPA Board by including the following documents:

a) The statutes of the National Federation
b) List of members of the National Board
c) List of member societies and their total membership

d) A Written declaration to accept and fulfill the FEPA Statutes.

9.2 FEPA may give recognition and can accept only one member organization from each country.

9.3 Any application for FEPA membership must be presented to the FEPA Board latest 3 months prior to the date of FEPA Congress.

9.4 The acceptance of membership shall be approved by the FEPA Congress.

  1. Membership Fee

10. 1All members shall pay an annual membership fee. The amount of which shall be determined by the FEPA Congress.

10.2 The membership fee must be paid until 30th April of the calendar year.

10.3 Any member failing to pay the annual fee will have no voting right in the subsequent Congress.

10.4 Any member failing to pay the fee for a period of two calendar years shall have its membership suspended. If the failure of payment is longer than two years, the membership will be cancelled.

10.5 The resignation of a member shall be accepted only if all outstanding dues have been paid to FEPA.

Chapter IV – Organization and Administration

  1. The structure of FEPA is:

11.1 Congress

11.2 The Board of Directors, abbreviated called FEPA Board

11.3 The Members

  1. Congress

12.1 The Congress is the supreme body of FEPA and consist of all members as defined in Chapter III, 8.1 to 8.4.

12.2 The Congress as meeting of the FEPA members has the competence to decide and approve all matters as specified in the FEPA Statutes.

12.3 Congress shall meet every year at the time and place determined by the preceding Congress.

12.4 The FEPA President shall convene the Congress on behalf of the FEPA Board. The invitation shall be given in writing not less than four months before the date of the Congress.

12.5 The invitation shall include:
12.5.1 The agenda
12.5.2 The report of the FEPA Board
12.5.3 The Treasurer’s report with accounts and financial statements
12.5.4 The Treasurer’s proposal for the budget of the forthcoming year
12.5.5 The Auditor’s Report
12.5.6 Motions of the Members and of the Board

12.5.7 Elections of Board Members – if required

12.6 Representation at Congress
12.6.1 Each FEPA member has one vote.
12.6.2 Members shall appoint in writing one delegate as official representative. Two observers without voting right may be nominated in addition.
12.6.3 The names and addresses of the delegate and of any observer shall be sent to the FEPA Secretary in writing before the Congress.
12.6.4 Members can be represented at Congress by proxy. It must be in favor of another Member Federation.

12.6.5 A Member may represent by proxy only one other Member Federation.

  1. Motions

13.1 Motions may be submitted by the FEPA Board and by Member Federations.

13.2 Motions shall be submitted to the FEPA Board in writing at least 3 months before the Congress. Such motions have to be circulated to all members.

13.3 Motions may be submitted by the FEPA Board up to two months before the Congress.
Such motions have to be circulated to all members.

13.4 Motions presented during the conduct of Congress can be accepted for discussion, if the majority of members present and the FEPA Board agree.

  1. Elections

14.1 The Congress shall elect by secret or open ballot as decided by the majority of the members present:

a) The President
b) The Vice-President
c) The Secretary General
d) The Treasurer

e) Three Directors

The Board is divided in two election pools.

Pool 1: President, Secretary General and one Director.

Pool 2: Vice President, Treasurer and one Director.

Each second year one pool is elected.

14.2 The Congress shall elect the Auditor who shall be a candidate of a member federation not represented in the Board.

14.3 The candidate for each post obtaining the highest number of votes will be declared elected. In case of a tie, voting will be repeated between the tied candidates only.

  1. Nominations

15.1 Nominations of candidates by a member federation must be submitted in writing to arrive at the Board not less than three months prior to the next Congress. If vacancies exist at this deadline, nominations can be accepted in sequence until vacancies are filled up.

15.2 The Board shall send a list of candidates to all member federations before the Congress.

  1. Voting

16.1 A quorum for decisions to be taken by the Congress shall be the presence in person or by proxy of more than half of the members at the first roll call.

16.2 If a quorum is not present, the FEPA Congress will be called upon once more by the Board to meet 30 minutes after the first roll-call. This repeatedly called Congress has the quorum with any number of members present.

16.3 In case of a tie, voting will be repeated.

16.4 If any member requests a secret vote, then a secret ballot must be held on the matter or motion in question.

16.5 Written votes of Members not present or represented by proxy are not admitted in the meeting of the Congress.

  1. FEPA Board

17.1 The FEPA Board is the directing body of FEPA

17.2 The Board has the following members:

a) President
b) Vice-President
c) Secretary General
d) Treasurer

e) 3 Directors

17.3 All members of the Board shall be elected for a term of four years.

17.4 The President shall serve no more than two full terms. All other members may serve up to three full terms.

17.5 The President shall distribute the responsibilities of the FEPA tasks to the members of the Board at the first meeting after election.

17.6 A meeting of the FEPA Board shall be called by the President or at the request of four members of the Board.

17.7 The quorum for meetings of the Board shall be four members.

17.8 The administrative duties shall be fulfilled by the Secretary General.

17.9 The secretariat shall be in the country of the Secretary General. It will operate on a voluntary basis at no cost of FEPA.

17.10 No member of the FEPA Board may at the same time hold office in the FIP Board or as Chairman of any FIP Commission.

17.11 In the absence of the President, the Vice President or the Treasurer shall act as Chairman.

17.12 The Board shall have the authority to issue directives, to approve and reform regulations, appoint committees and special delegates as it may be required.

17.13 In case of a vacancy in the FEPA Board the FEPA Board may appoint a suitable person to fill the vacancy until election at the next Congress.

Chapter V – Financial Management

18.1 The Board shall manage the finances of FEPA. The member of the Board responsible for this task is the Treasurer.

18.2 The Treasurer shall keep all funds and collect and disburse all monies on behalf of FEPA. He shall keep the accounts of all financial transactions.

18.3 The Treasurer shall make up the accounts up to the 31st December in every year and present them to the Board until 31st March of the following year. The accounts approved by the Board will be presented to Congress for approval.

18.4 The accounts shall be duly audited by the Auditor before the Congress.

18.5 Any financial commitments of FEPA shall be made only after confirmation of the Treasurer.

18.6 Any expenditure in excess to any limits approved by the Board shall require the signature of the President in addition to that of the Treasurer.

Chapter VI – Relations to FIP

19.1 The Board shall maintain very close relations with the FEPA representatives in the FIP Board and in the FIP Commission Bureau. The Board shall ask for reports of their activity.

Chapter VII – Exhibitions

20.1 Exhibitions under FEPA Patronage, Support or Recognition must be organized according the FEPA Regulations for Exhibitions (FREGEX).

20.2 The FREGEX have to be formulated and proposed by the Board and shall be approved by the Congress.

20.3 For each exhibition or philatelic event recognized by FEPA the Board will appoint a Consultant who is the contact person between the Board and the organizers.

20.4 The tasks of the Consultant are described in the FREGEX. For events not described in the FREGEX the Board will specify the task after consideration of the individual case.

20.5 For the nomination of FEPA Jurors and Jury Apprentices the Board shall act in accordance with the FREGEX.

20.6 Expert Group

20.6.1 FEPA has the responsibility to establish an expert group. The Chairman of this group shall be appointed by the FEPA Board.
20.6.2 The Chairman will maintain a list of experts acting in FEPA member countries, and will also propose the composition of the expert teams to operate at FEPA Exhibitions from this list.
20.6.3 The term of the Chairman will be the same as for the members of the FEPA Board.
20.6.4 The Chairman is responsible for keeping an updated file of all Expert Group requests for certificates etc. – in exhibits from FEPA Member Federations. FEPA is the owner of this file.

20.6.5 The Chairman reports to the FEPA President and may be invited to the Board meetings.

Chapter VIII – Honors, Medals and Awards

21.1 FEPA may award the following:

a) Honorary Presidency
b) FEPA Medal

c) Certificate of Appreciation

21.2 FEPA Presidents who have long and outstanding service in the FEPA Board may be granted the distinction of Honorary President.

21.3 Honorary Presidents shall be elected by the Congress on proposal of the Board or of a Member Federation and may only act in an advisory capacity.

21.4 FEPA Medal shall be awarded by the Board to candidates who have given exceptional service to organized philately or have demonstrated exceptional philatelic study and research or to persons who have given a significant service or support to philately.

21.5 FEPA Certificate of Appreciation may be presented to philatelic associations or clubs for outstanding activities for the promotion of philately on regional or local level.

Chapter IX – General Provisions

  1. Legal representative

22.1 The President or the Board’s nominee shall represent FEPA at all times and shall be its legal representative.

22.2 The President alone or the Treasurer together with the Vice President are authorized to sign on behalf of FEPA in a legally binding manner.

22.3 The Board may also authorize other persons to sign on behalf of FEPA.

  1. Statutes

23.1 All member federations have the duty to respect and fulfill the FEPA Statutes and any FEPA Regulations.

23.2 All changes of the Statutes require a quorum of not less than three quarters of the Member Federations present to vote in a Congress, in which the matter „Amendments of Statutes“ is on the agenda.

23.3 Member Federations may request changes or amendments of the Statutes every second year only. Such requests shall be sent to the Board latest 3 months before the date of the Congress.

23.4 The Board may recommend changes to correct anomalies at any time. This is not subject to the two year limitation.

  1. Dissolution of FEPA

24.1 At the request of the FEPA Board or upon request of more than two thirds of the Member Federations, the FEPA can be dissolved by Congress.

24.2 Such Congress called for the dissolution of FEPA will require a presence of three quarters of all FEPA Members by person or by proxy. For the motion to be carried, it requires a quorum of three quarters of the votes present.

24.3 In case of the dissolution of FEPA any assets will be used as decided by FEPA Congress.

  1. Language

25.1 The official FEPA language is English.

25.2 The proceedings of the Congress will be conducted in English. On request and upon decision of the majority of the delegates translations will be presented in French or German or Spanish.

25.3 In the event of different interpretations the English text will prevail.

  1. Official Year

26.1 The official year shall run from 1st January to 31st December.

  1. Legal Jurisdiction

27.1 Any legal disputes will be determined under Swiss law.

  1. Interpretation and Matters not covered

28.1 Matters not covered by these Statutes will be determined by the FEPA Board and must be ratified by the next following Congress.

28.2 In the event of any discrepancies of interpretation of these Statutes the FEPA Board will decide and act according to 28.1.

  1. Approval of Statutes

29.1 These Statutes were approved at the FEPA Congress on 1st September 2002 at Amsterdam and changed at the FEPA Congress on 5th October 2013 in Madrid. The changes take effect immediately after this Congress. All previous Statutes are invalidated the same day.