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EXCHANGE PACKET RULES |
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1. Membership.
The Exchange Packet is available
to all members of societies federated to the
All members must
be over the age of 18, but members under that age can receive the packet
provide their parents or guardian provide a written undertaking to the local
society packet secretary that these rules will be followed.
The Packet Secretary cannot
accept material for sale from persons living outside the
The Packet Secretary,
including the local packet secretaries, may, at their discretion and without
giving any reason, terminate any member’s involvement with the packet.
2 Preparation of Booklets
Stamps shall be individually
mounted in booklets of not more than 12 pages.
Every stamp must be securely
affixed by means of a
Unmounted mint stamps may be included
in clear packets affixed to the page by sellotape. If mounting strips are used they must only be
of the double welded clasp type.
Net selling prices must be
clearly marked in ink above the stamps, preferably in red ink. If a catalogue price is quoted it must be
distinct from the selling price (marked in black ink).
The full name of the owner
must be filled in on the front of the booklet.
The Federation Packet
Secretary has the right to refuse to circulate any booklet, which is untidy or
contains badly mounted stamps or otherwise does not comply with these rules.
3. Submission of Booklets to the Packet.
Booklets for circulation
must be addressed to the Federation Packet Secretary at the above address.
When sending booklets by
post, a vendor wishing to be notified of their receipt must enclose a separate
stamped addressed envelope for that purpose.
No receipt will be sent if an s.a.e. is not received.
If vendors change their
address, then they must inform the Federation Packet Secretary a.s.a.p.
Booklets that have completed
a circuit may, at the Packet Secretary’s discretion, be included on a
second circuit before being returned.
This will incur extra insurance and postage costs to the vendors, based
on the value of the booklet. If vendors
do NOT wish their booklets to be sent out a second time, then they are to
inform the Federation Packet Secretary at the time of submission.
Booklets that have completed
a circuit will be returned to the vendor(s) together with a cheque for the
value of the sold material, less commission to the Federation, Insurance and
postage charges.
4. Insurance.
Unless otherwise specified
by the vendors at the time of submission, all booklets will be insured from the
time of receipt by the Federation Packet Secretary until the time of dispatch
back to the vendors.
Currently the Insurance
charge is 2% of the booklets value. This
will be debited to the vendor after the booklet has been circulated. (Note:
The actual rate may be subjected to change by the Insurance Company).
Booklets will not be covered
by the Federation Insurance whilst in transit from the vendor to the Federation
Packet Secretary, nor from the Packet Secretary to the vendor after
circulation.
5. Commission.
A charge of 10% is made on
all sales.
In addition to the
commission and insurance charges, postage will be charged to cover the return 2nd
class postage and a nominal booklet postage charge will be made to send out on
circulation.
If required by the vendor,
booklets may be returned by Recorded Delivery or Special Delivery. In these cases the additional costs will be
borne by the vendor.
6. Packet Contents.
Each packet should contain:
a)
Booklets
(between 10 and 12) each consecutively numbered in the top right corner with the
packet number and the booklet number i.e. BA24/7, when BA24 is the packet
number and 7 is the booklet number in that packet.
b)
A
listing of all booklets enclosed and their original value.
c)
A
list of the societies in that circulation, containing their postal addresses
and telephone numbers. This list also
has spaces for the Local Secretary to record the date of receipt, the date of
dispatch and the value of material sold.
d)
Advice
forms, by means of which the Local Secretaries can inform the Federation Packet
Secretary of the receipt of a packet, together with sufficient s.a.e. to the
Federation Packet Secretary.
e)
Addressed
labels for the other societies on the circulation list together with one for
the Federation Packet Secretary to enable the last society to return the packet
to him.
f)
A
copy of these rules.
7. Local Packet Secretary’s.
Each society receiving the
packet will appoint a local packet secretary to circulate the packet to members
of that society, to collect all revenues from sale of materials, to forward the
packet to the next society on the list when it has completed the local circuit,
to inform the Federation Packet Secretary when the packet is being forwarded
and to refund all monies to the Federation Packet Secretary.
The local Packet Secretary
will also inform the next society packet secretary by telephone that the packet
is being forwarded to them. If, within a
reasonable period of time (one week), the notified packet fails to be
delivered, they are to inform the Federation Packet Secretary of this, so that
a claim may be made on the insurance.
(This is a requirement stipulated by the Insurance Company).
When a packet has completed
circulation within his/her society, the Local Secretary is to ensure that all
spaces are signed where material has been removed and stamp these spaces with
their numeric stamp before it is forwarded to the next society.
The Local Packet Secretary
must also obtain a certificate of posting from the Post Office, and forward
this to the Federation Packet Secretary, together with a
combined Advice Form giving details of the total purchases from each
booklet, and also the remittance to cover the total cost of all purchases
within their society.
It is suggested that the
Local Packet Secretaries levy an additional charge over and above the cost of
purchases to cover the cost of postage to the next society on the circulation
list.
8. Procedure on Receipt of a Packet.
Check that the contents of
the packet and report at once to the Federation Packet Secretary if any item is
missing.
Check that the number of
booklets agrees with the list specified in paragraph 6b; that all the pages in each
booklet are present; and ensure that all spaces where material has been removed
are signed. If spaces are not signed,
then the Local Packet Secretary and the Federation Packet Secretary are to be
informed.
The Local Packet Secretary
must then inform the immediate previous member that this has occurred and that
that person is liable for the value of the missing stamps, and for any postage
charges incurred in rectifying this error.
Report to the Local and
Federation Packet Secretaries any wrong description, which comes to their
notice.
9. Procedure on Dealing with a Packet.
If a member purchases any
material from a booklet then they must ensure the following:
a). That they sign all spaces where they remove stamps.
b). They fill in the necessary details on the front cover of the
booklet.
c). They complete the advice form for the Local Packet Secretary
detailing the number of items purchased from each booklet and the cost.
d). Forward
the packet to the next member on the local list.
e). Forward
to the Local Secretary the advice form and their remittance.
f). If
no purchase is made, an advice form must be forwarded to the Local Packet
Secretary informing him/her of such.
g). The last member named on the local list must return the
packet to the Local Packet Secretary.
10. Retention of a Packet.
A member may retain a packet
for three working days (Sundays and Bank Holidays excepted).
11. Procedure on Despatching a Packet.
On despatching a packet, a
member must ensure that all booklets are in numerical order and that it is
securely fastened.
If handing the packet on to
the next member, obtain a signature on the back of the advice form; if posting
on to the next member, obtain a certificate of posting from the Post Office.
Within 24 hours, forward to
the Local Packet Secretary the completed advice form, the certificate of
posting (if appropriate), and their remittance to cover any stamps purchased.
12. Safeguarding Packets.
Each member is responsible
for the safeguarding of the packet(s) from the time of receipt until the time
of despatch.
A member will be required to
make good the value of all stamps missing or damaged whilst the packet is in
their keeping. If they fail to report
any missing items to their Local Packet Secretary then they are also responsible
to make good the value of the missing items.
If a member forwards the
packet without obtaining a signature on the rear of the Advice Form, or an
appropriate certificate of postage, then that member will become liable for any
loss of that packet.
If a member looses a packet,
then that member is responsible to make up the loss of such.
13. Other Matters.
A member shall not allow any
other person to have access to any packet except in the presence of a member.
All members must settle any
account rendered by their Local Packet Secretary within 14 days. If they fail to satisfy these demands, then
the Local Packet Secretary must remove them from the list of recipients until
settlement is made.
Neither
the Federation, the Federation Packet Secretary or the Local Packet
Secretaries shall be held responsible for any member’s debts, or for
stamps lost or damaged in transit.
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