CONSTITUTION OF THE INTERNATIONAL PLASTIC MODELERS SOCIETY/USA
Revised 1972, 1976, 1978, 1981, 1982, 2001, 2003, 2005, 2011, 2017, 2023
We, a group of individuals united by a common bond of mutual interest, do hereby establish a non-profit association of plastic modelers with the purposes and objectives set forth herein.
ARTICLE I. NAME
The name of this group is established as the INTERNATIONAL PLASTIC MODELERS' SOCIETY/UNITED STATES OF AMERICA branch (herein referred to as IPMS/USA); affiliated by common interest with member branches established in other nations in accordance with the principles of the founding organization of the International Plastic Modelers Society located in the United Kingdom.
ARTICLE II. PURPOSE AND OBJECTIVES
- To encourage interest in scale modeling and assist interested organizations and groups.
- To encourage and enable the creation, chartering and sustainability of local chapter groups.
- To encourage and support these local chapter groups in hosting local meetings, and local, regional, and national events that promote our shared interest in the hobby.
- To foster the enjoyment and enrichment of the hobby for all members.
- To encourage an active voice and participation by the Membership in the governance of the Society.
- To encourage the timely exchange of modeling-related information and to provide information, data, and other assistance to members and chapters.
- To provide for the members' interests by keeping them informed of new products and services.
- To establish and maintain liaison with manufacturers of products associated with the modeling hobby.
- To establish and maintain liaison with foreign IPMS branches.
If, for any reason the society should be dismantled or dissolved, all assets and monies shall be given to the Smithsonian Institution, Washington, DC.
BY-LAWS OF THE INTERNATIONAL PLASTIC MODELERS SOCIETY/USA
ARTICLE I. MEMBERSHIP
A. Application for Membership
- Any individual, regardless of race, color, creed, sexual orientation, gender identity, or national origin may submit an official application for Membership.
- The Executive Board will have the ultimate responsibility for making the decision for acceptance or rejection of any application.
- An individual may not be denied Membership in IPMS/USA based on their race, color, creed, sexual orientation, gender identity or national origin.
- Any applicant accepted for Membership agrees to abide by the terms and conditions of the current Constitution and By-Laws of IPMS/USA along with regulations and directives promulgated by the Executive Board.
- Foreign nationals may be members of IPMS/USA but may not hold a National Executive Board office.
- Application for Membership may be submitted through the IPMS/USA website at www.ipmsusa.org, or a hard copy of the application may be completed and submitted via mail to the current address of the IPMS/USA National Office listed on the website and in the Journal.
B. Dismissal of Members
- A member whose written and/or spoken words or actions are deemed detrimental to the good of the Society may be dropped from the rolls of the Society by a two-thirds vote of the Executive Board. Any such member will be notified by the President of the action taken and will receive a pro-rated refund of any dues paid for that year.
- Ex-members so dismissed may reapply for Membership one year after dismissal. Any such re-application will be subject to re-evaluation and will require a two-thirds vote by the Executive Board to reinstate.
C. Classes and Privileges of Membership
- LIFE MEMBERSHIP may be granted only by the Executive Board to a member who has contributed to the success of IPMS/USA to an outstanding degree. Life Membership may not be granted to a current Executive Board member, nor may it be rescinded at a later date. A nomination to grant Life Membership to an individual member may be presented by another member in good standing to the Executive Board for action. Nominations shall be accompanied by a narrative clearly detailing how the nominee has contributed to the success of IPMS/USA to an outstanding degree. Granting of a Life Membership shall require a two-thirds vote of the Executive Board. Life Memberships will be announced and awarded to the members at the National Convention immediately following their nomination and acceptance by the Executive Board.
- MEMBER IN GOOD STANDING is defined as a person who is accepted for Membership, maintains their dues, and abides by the IPMS/USA Constitution and By-Laws.
- SPECIAL MEMBERSHIP, exempt from the assessment of dues is granted to all Executive Board Officers during, their national terms of office. Other volunteers may be granted special Membership by the Executive Board during their period of service to IPMS/USA.
- Life Members, Members in Good Standing, and Special Members shall be privileged to vote, hold national office, serve on committees, attend any meetings, receive all national IPMS/USA publications, and enjoy all other privileges of Membership with the exception of I(A)(5) above.
- FAMILY MEMBERSHIP A family may join IPMS/USA at the dues level set by the Executive Board. Only one member of a Family Membership may vote, hold National Office, or serve on committees. All members of a Family may attend any IPMS meeting, function, or contest and enjoy all other privileges of Membership.
- COMPLIMENTARY MEMBERSHIP. Shall be afforded any individual or organization that provides material benefit to the Membership. This privilege may be granted only by the Executive Board and will be reviewed annually.
ARTICLE II. OFFICERS
- The officers of the Society shall be a President, First Vice President, Second Vice President, Secretary, Treasurer, Historian/Publications Director, Recruitment/Retention Secretary and Director of Local Chapters.
- To facilitate the functioning and control of IPMS/USA, the Executive Board may appoint members in good standing to specific titled positions. These appointees will not have a vote within the Executive Board unless so directed by the President under special conditions.
- With the exception of III.B.1. below, if a national officer must for any reason relinquish his position during his term, the Executive Board may appoint a current member in good standing to that office as a replacement for the balance of the term, with said replacement having the duties, voting rights, and other privileges of the office.
ARTICLE III. DUTIES OF OFFICERS
- The President shall preside at all meetings of the Executive Board and National meetings and shall be the official representative of IPMS/USA to all outside organizations and/or individuals.
- The President shall give a yearly general report (aka, State of the Union) to the Membership outlining achievements in IPMS/USA the past year and discuss goals for the organization for the next year.
B. First Vice President
- The First Vice President shall preside in the absence of the President and shall be prepared to assume the presidency immediately if needed.
- The First Vice President will act as the society's liaison with the manufacturers of model kits and associated products and services
- The First Vice President will provide timely information regarding manufacturers and their products to the Membership.
- The First Vice President will provide administration of the IPMS/USA Reviewer Corps in accordance with the Operating Parameters of that group. He shall also maintain the Operating Parameters of that group and make them available to the Membership via the IPMS/USA website.
C. Second Vice President
- The Second Vice President shall be responsible for the coordination of the National Convention location/host selection system and shall manage subsequent communication between the Executive Board and the National Convention Chairmen.
- The Second Vice President shall serve as the liaison for Executive Board coordination with the National Convention Steering Committee and the National Contest Committee.
- The Second Vice President shall preside in the absence of the President and the First Vice President.
- The Secretary shall keep the minutes of all official meetings and will ensure that they are made available to the general Membership via the IPMS/USA website.
- The Secretary shall assist the President at national meetings.
- The Secretary will function as Corresponding Secretary when necessary.
- The Secretary will assist all National Officers with correspondence when necessary.
- The Secretary will be responsible for all correspondence with and liaison between any foreign branches of IPMS and IPMS/USA.
- The position of Treasurer shall be an appointed position. The Treasurer shall be selected by the Executive Board.
- The Treasurer's duties and responsibilities shall include:
- collecting all monies and make all disbursements keeping detailed accounts of all monies received and expended by the Society.
- making a yearly financial report that will be made available to the Membership.
- preparing and filing any necessary financial forms such as an income tax return.
- keeping the E-Board and President aware of IPMS/USA's financial status.
- being bonded for the National Society.
- The Treasurer shall haveing a working knowledge of accepted accounting practices acquired by training and/or experience.
F. Historian/Publications Director
- The Historian/Publications Director shall have direct responsibility for all Society publications, which include the IPMS/USA Journal and the IPMS/USA website.
- The Historian/Publications Director shall be responsible for publicity in commercial publications.
- The Historian/Publications Director shall appoint the Editors with the Executive Board's approval.
- The Historian/Publications Director shall have control over commercial advertisements within the IPMS/USA publications with Executive Board approval.
- The Historian/Publications Director shall be responsible for securing copyrights in the name of IPMS/USA from the proper authorities for all National Society Publications.
- The Historian/Publications /Director will ensure that an archive of any IPMS/USA publications is maintained.
- The Historian/Publications Director shall ensure that The Constitution in its current, complete form shall be made available to the Membership via the IPMS/USA website.
- The Historian/Publications /Director will ensure that the annual Postal Report for the IPMS/USA Journal is filed.
G. Recruitment/Retention Secretary
- The Recruitment/Retention Secretary shall be responsible to designing and implementing programs to increase the Membership of the Society. He or she will also maintain records of the results of any such programs.
- The Recruitment/Retention Secretary shall design and implement measures to recoup any losses of Membership, including individually contacting in some way those whose Membership has lapsed. He or she will also maintain records of the results of any such programs.
- The Recruitment/Retention Secretary shall provide support to the Director of Local Chapters, Regional Coordinators and local chapters as appropriate to increase the Membership of the Society.
H. Director of Local Chapters
- The Director of Local Chapters shall assist in the formation and perpetuation of chartered IPMS/USA Chapters.
- The Director of Local Chapters shall, with assistance from the Regional Coordinators manage the annual renewal of chartering of local chapters, to include the updating of chapter information, payment of rechartering fees and verification of other chartering requirements.
- The Director of Local Chapters shall supply, upon request of an IPMS member, the name and address of IPMS/USA Chapters and/or groups functioning in his/her area.
- With Executive Board approval, the Director of Local Chapters will appoint the Regional Coordinators.
- The Director of Local Chapters will provide assistance and services to local chapters.
ARTICLE IV. TERMS OF OFFICE
- All elected officers shall be elected every two years and will serve a two-year term of office commencing Nov. 1 following the election.
- The President of IPMS/USA will be limited to two consecutive terms of office.
- A past President may run for the office of President again after at least a two-year hiatus.
- If the First or Second Vice President must replace the President, the two-term restriction will take effect after they have been actually elected to the office of President.
- In the event the First or Second Vice President cannot or will not perform the duties of President, the Executive Board will appoint a President for the remainder of the unexpired term.
ARTICLE V. EXECUTIVE BOARD
- The Executive Board shall be made up of the following officers: President, First Vice President, Second Vice President, Secretary, Treasurer, Historian-Publications Director, Recruitment/Retention Secretary, and Director of Local Chapters.
- The purpose and duty of the Executive Board is to provide leadership, oversight, and long-range planning to the benefit of the Society, its members, and its functions, in strict accordance with those Purposes and Objectives outlined in Article II of the IPMS/USA Constitution.
- Two-thirds of the Executive Board will constitute a quorum. Such quorum may be obtained by vote in session or if called for, by electronic mailing to the President, with a copy to the Secretary for record.
- Each member of the Executive Board shall have one vote.
- A member of the Executive Board may be removed due to actions and/or words felt to be detrimental to the function of the Society by a vote of two thirds of the Executive Board.
- No more than one member of any family can serve on the Executive Board at the same time.
- The Executive Board shall provide for a review of the Constitution and By-Laws by a chartered ad hoc committee comprised of an equal number each of current Executive Board Officers, former Officers, and members in good standing, every fourth year, to assure its relevance to the Membership and the hobby. Any proposed revisions or Amendments to the Constitution and By-Laws by the Executive Board, or any proposed Amendments submitted by the Membership, shall require approval by a majority of the voting Membership in accordance with Article X.
ARTICLE VI. ELECTIONS
- Elections for national officers will be held every two years. Candidates for an elected national position must complete an official IPMS/USA Candidate Form and submit it to either the national address or the Office Manager by December 31.
- Candidates for President must present the endorsements of twenty-five current IPMS members. Candidates for other elected positions must present fifteen such endorsements.
- Endorsements must be submitted with the Candidate form or emailed to the IPMS/USA Office Manager by the December 31 deadline.
- To serve on the IPMS/USA Executive Board, nominees should possess the following qualifications:
- A member in good standing for a minimum of three (3) continuous years prior to nomination.
- Chapter-level IPMS/USA leadership experience.
- Sufficient proficiency in computer usage skills including basic spreadsheets, document sharing and group emailing to perform the duties of the office.
- An understanding of the duties and responsibilities applicable to the position nominated for.
- During the election year, each candidate will be given the opportunity to prepare a statement regarding their qualifications that will be made available to every member. These statements will be provided via the May/June IPMS/USA Journal and published on the IPMS/USA website prior to the election so all members may become acquainted with each candidate.
- Each candidate will be offered a five-minute time limit to present their qualifications to the Membership present during the business meeting at the IPMS/USA National Convention. Presentation participation during the Business Meeting is encouraged, but not mandatory.
- Each member will have a ballot made available to them via the IPMS/USA website, the IPMS/USA Membership System, and in the May/June Journal with sufficient time to return the ballot by September 1 of that year for counting.
- The IPMS/USA Office Manager will verify and tabulate the ballots. An impartial judge shall be appointed by the Executive Board to review and verify all votes and report the results. The balloting results shall be kept and maintained for two years and will be available for inspection by Members of the Society.
ARTICLE VII. DUTIES OF OTHER APPOINTED OFFICIALS, COMMITTEES AND OPERATIONAL FUNCTIONS
A. Titled Positions
- By directive of the President and with approval of the Executive Board, any positions or operational function found necessary to the functioning, control, and maintenance of IPMS/USA may be created. Such positions and functions shall operate in accordance with the Purposes and Objectives outlined in Article II of the Constitution.
- Members appointed to positions on or by the Executive Board shall have experience in the related field in business or another setting.
- These positions and functions will be under the direct control of the President, or another officer designated by him them, for the time required.
- Each such appointed position or function shall require a clear, concise statement of purpose, job description, duration, and operating parameters.
- Standing appointed positions and functions shall be either confirmed or replaced by each incoming Executive Board during their first meeting.
- Committees established for specific tasks as required shall may be created for a set period of time by the President and the Executive Board. These committees shall operate in accordance with the Purposes and Objectives outlined in Article II of the Constitution
- A committee chairperson shall prepare a Charter Document outlining its specific purpose(s), goal(s), and proposed members for review and approval by the Executive Board.
- Any action(s) proposed by a Committee outside those approved in the charter document shall be submitted for review and approval by the Executive Board prior to such action(s) going into effect.
- Standing committees (long term or permanent) shall meet annually, or more often as may be required, and the chairman shall attend each quarterly meeting of the Executive Board to report on the status and actions of that committee.
- Ad hoc committees (temporary committees to address specific issues) shall meet as set forth in the charter document, and the chairman shall attend each quarterly meeting of the Executive Board to report on the status and actions of that committee.
ARTICLE VIII. MEETINGS
A. General Meetings
- The general meeting of the Society is held during the annual National Convention.
B. Executive Board
- The Executive Board will meet at least quarterly every year. It may meet more often if it is deemed necessary.
C. Special Meetings
- Special meetings of the Society or the Executive Board may be called at the President's discretion.
D. National Conventions
- A National Convention shall be held every year, unless deemed impossible by the Executive Board.
- The National Convention shall be conducted in compliance with the National Convention Operating Parameters maintained by the National Convention Steering Committee (herein referred to as the NCSC) and approved by the Executive Board.
- The National Convention Operating Parameters shall be available to the Membership via a link on the IPMS/USA website.
- The procedure for selecting a location/host chapter for the National Convention will be maintained by the NCSC and approved by the Executive Board and will be communicated by the Second Vice President to the Membership.
- The Executive Board shall, in closed session, choose convention sites from proposals submitted by the Membership, and make the appropriate announcements.
- If no chapter or regional group submits a viable proposal to host a National Convention for any given year, the Second Vice President will work with the National Convention Steering Committee to provide for a viable Convention at a site of their choosing.
- Conventions will be open to the public, and all members and their guests, except business meetings, which will be limited to IPMS/USA members only.
- A National Model Contest will be conducted by the National Contest Committee (herein referred to as the NCC) with support from the host chapter(s) at each convention with appropriate judges, and trophies provided through the Host Chapter and paid for out of the convention proceeds.
- The National Convention and Contest shall be conducted under strict compliance with the Purpose and Objectives of IPMS/USA outlined in Article II of the Constitution, the National Convention Operating Parameters and the National Contest Rules and Categories, all of which are provided to the host Convention Operating Committee by the National Executive Board.
- The National Contest Operating Parameters and the National Contest Rules and Categories shall be available for review by the Membership via a link on the IPMS/USA website.
ARTICLE IX. FISCAL
- Dues for all types of Membership shall be set by the Executive Board. At no time will this issue be subject to vote by the entire Membership. The dues shall be adequate to provide services and benefits to each member as stated in the Constitution and By-Laws and sufficient to operate the Society throughout the fiscal year. Notification of a dues change will be made to the Membership by the Executive Board upon approval.
B. Operating Costs
- Expenses, Normal; Officers will be reimbursed for normal operating expenses subject to the approval by the President and the Treasurer.
- Expenses, Special; Special expenses will be considered and decided upon by the President and Treasurer with the majority approval of the Executive Board.
- No Society financial support will be given to private projects or ventures.
- No projects will be undertaken for profit by the Society except by recommendation of the Treasurer.
C. National Convention Accounts
- A bank account for each National Convention shall be established and continuously maintained, its purpose being to collect and disburse monies for that National Convention as outlined in the National Convention Operating Parameters.
- After paying all of the then current year's convention expenses, all other remaining monies shall be deposited in the IPMS/USA general treasury. Proceeds after expenses, if any, from a National Convention shall be shared with the Host Chapter(s) in accordance with the National Convention Operating parameters and the Charter Document for that year’s National Convention Operating Committee.
ARTICLE X. AMENDMENTS
- The Constitution and By-Laws can be amended by a vote of the Membership. Notification of a proposed amendment must be made available to the Membership.
- Any current member in good standing of the Society may submit an amendment proposal using the Official IPMS/USA Amendment Form, which may be obtained from the Office Manager or the society's web site. The completed form must be returned to the Society's official address or Office Manager by December 31. The Office Manager shall forward the proposed amendment form to the Executive Board for review.
- The Executive Board shall consider the proposed amendment and may consult with the submitting member regarding appropriate revisions for consistency with the Purposes and Objectives outlined in Article II of the Constitution, and the organizational structure of the Constitution and By-Laws. The submitting member shall be allowed approval of the final drafting of the proposed Amendment for intent.
- An Amendment ballot will be made available to the Membership via the May/June edition of the IPMS/USA Journal, the IPMS/USA website, and via the IPMS/USA Membership system. Hard copy ballots and will be available at the National Convention with the proposed amendments. All hard copy ballots shall be mailed to the official address of the Society with a postmark prior to September 1 of that year or emailed to the Office Manager by that same date to be verified and counted. A total valid voter response of at least 10 percent of the Membership in good standing will be required for a valid balloting. A majority of the votes cast will decide the outcome. The number of the Membership in good standing will be determined by the count of the Membership mailing in the IPMS/USA Membership system as of August 31.
- The Executive Board will appoint an impartial judge to count all votes and report the results. The voting data will be kept for two years and will be available for inspection by members of the Society at their request.
- The results of the balloting shall be announced to the Membership.
ARTICLE XI. REGIONS AND REGIONAL COORDINATORS
- The territorial United States will be divided into areas to be considered Regions at the discretion of the Executive Board in consultation with the Director of Local Chapters, with Chartered Chapters therein. International and virtual chapters will fall into another, separate region.
- Each Region shall have as its representative a Regional Coordinator, nominated by the Director of Local Chapters and appointed for a term of four years by the Executive Board. In conjunction with the Director of Local Chapters, the Regional Coordinator will act as liaison between the chapters in their region and the National Executive Board.
- A Regional Coordinator shall be eligible for re-appointment after each term of four years.
ARTICLE XII. CHARTERED CHAPTERS
- Any group of five or more IPMS/USA members in good standing, one of whom must be the chapter contact, may apply for a Chapter Charter from the Director of Local Chapters.
- Chapter Charters may not be granted to individuals, but rather to locations.
- Proposed Chapter names will be approved by the Director of Local Chapters.
- Chapters and their members will conform to the National Constitution and By-Laws and to the Chapter Charter.
- Each chapter will renew their charter annually at a fee to be determined by the IPMS/USA Executive Board. Said fee will be announced to the Membership prior to the start of the renewal year.
- No group may function as an official IPMS/USA Chapter without an official charter, nor may there be any official group affiliation with IPMS/USA except by virtue of a charter granted by IPMS/USA.
- Failure to comply with any of the above may result in the Chapter Charter being revoked by the Executive Board.