CAMBERLEY AND DISTRICT STAMP CLUB

(Affiliated to the ABPS, Hampshire Philatelic Federation 
& Federation of Surrey Philatelic Societies

 

RULES OF THE CLUB EXCHANGE PACKET

 

1.               The Club organises an exchange packet.  All members over the age of 17 may receive the Club Packet.

 

2.               All club members are encouraged to send books with their surplus stamps to the Packet Secretary for circulation in the packet.  Books in which to mount stamps may be obtained from the Packet Secretary.  If packets of loose stamps are offered, they may be circulated at the Packet Secretary’s discretion.  Vendors should note that, as the club operates one circulation list, with up to 27 members, it normally takes 3 – 4 months for packets to complete a full circulation.  Alteration of books by their owners whilst the books are in circulation is not allowed.  Stamps removed by their owner will be treated as purchases and commission charged.  After circulation, the Packet Secretary will return books to the owners with payment for the stamps sold.  The Club will retain ten percent of any sum realised as commission.  Commission, the cost of return postage and a charge for insurance, as may have been agreed, will be deducted from the value of sales before a net payment is made to the vendor/owner.

 

Detailed Guidance on the preparation of books appear as an appendix to these Rules.

 

External Suppliers are also encouraged to supply books.to the same process and terms as Members (see appendix).

 

3.               PLEASE NOTE THAT THE CLUB ACCEPTS NO RESPONSIBILITY FOR INFORMATION ON CATALOGUE NUMBERS, WATERMARKS – OR ANY OTHER IDENTIFYING INFORMATION GIVEN IN STAMP BOOKLETS.  IT IS THE RESPONSIBILITY OF PURCHASERS TO SATISFY THEMSELVES AS TO THE IDENTIFICATION OF THE STAMPS THAT THEY PURCHASE.

 

4.               The Packet Secretary will enclose the Circulation List (including the Members Address List) in each packet.  As far as possible, Members will be listed in an order to minimise the effort required to deliver the packet to the next on the Circulation List.  To allow equal opportunities to all to see packets as they start their circulation, Members names will be progressed (several places) up the list each time a new packet starts its round.

 

5.               On receiving a packet, members should first check that the correct number of books are enclosed and check for any missing stamps or unsigned spaces.  If there is no discrepancy, the member must sign the disclaimer box on the Purchase Slip. If a discrepancy is found,

a)     the member from whom the packet was received must be advised immediately. 

b)     the Packet Secretary must be advised of the discrepancy, together with the name of the member from whom the packet was received;  the detail of any discrepancy should be endorsed on the back of the Member’s Purchase Slip. 

c)     losses will be charged to the member last receiving the packet before a loss is notified.

 

6.               Spaces from which stamps have been taken are to be marked with a rubber stamp with the name of the purchaser or by legible signatures.  When writing in books, please take care not to damage stamps on following pages, particularly when a ball point pen is used.  The total number and value of stamps taken from each book must be entered on the front of the book and on a Purchase Slip.  Totals from Purchase Slips must also be entered on the Circulation List.

 

7.               Members must complete a Purchase Slip for each Packet they receive.  Purchase slips are a key part of the system used to run the packet so are to be completed in full.  Unless members are using the deposit system (See paragraph 9 below), payment for stamps taken must be sent with the Purchase Slip.

 

8.               The Packet should be passed by hand to the next member on the Circulation List within 3 days of receipt. The signature of the recipient should be obtained on the Purchase Slip.  After the Purchase Slip has been completed by the recipient’s signature, even if no purchases have been made, the Purchase Slip is to be returned to the Packet Secretary.  The Packet Secretary should also be advised of any unusual circumstances affecting the normal circulation of the packet.

 

Return of a Slip to the Packet Secretary, can be in the form of an e-mail (but please specify all the information items which are on the hardcopy slip), and eventual return of the hardcopy Slip (with the relevant signatures) to the Packet Secretary, to confirm the e-mail and form an audit trail. 

 

9.               To help those who purchase from the packet infrequently, or for small values only, the Packet Secretary operates a voluntary Deposit Account system.  To cut the cost of frequent low value cheques members who may wish to do so are encouraged to deposit a sum equal to their own estimate of their annual purchase from the packet with the Packet Secretary who can then deduct the cost of purchases from this deposit.  Any credit balances will be refunded when a member ceases to take the Packet.

 

10.            For members who wish to see the balance of their deposit account, the Packet Secretary can supply this on request.  If the balance of a members deposit becomes negative, the Packet Secretary will ask the member to remit money to replenish their credit.  Members who realise their purchases will reduce their credit balance below £5 are asked to send a payment with their next purchase slip.  It will be appreciated that an individual’s initiative in this respect helps reduce both costs to the Club and work for the Packet Secretary.

 

11.            Club Membership Subscriptions are due on 1st September annually in advance for the following year to 31st of August.  Membership Receipts & Club Programmes will be distributed in the normal way to those who pay.

 

 

Camberley 08112014

Packet Rules Version 2B Nov 2014 Edition (effective from Packet 748)

 

Appendix

 

Guidance for Stamp Booklets Preparation
Booklets Size - 5 ins x 8 ins (to fit within the standard boxes, in which we circulate multiple

       booklets)
Booklet Cover - Standard layout. .Very important to put No of pages and Total value.
No of Pages - usually between 8 and 16.
Cross-check - inside the front cover, many suppliers generate a table containing  Page No,

      No of stamps, and Value of stamps on each page.

Page Layout - depends on the size and shape of the stamps or miniature sheet, or block of 4

      or whatever. Do not put stamps on both sides of the page
Content
a) we prefer booklets containing a theme, a single country, or for example, Commonwealth
   but Commonwealth books should be arranged alphabetically. e.g. Australia, Bahamas,

   Canada, etc
b) we prefer stamps where you provide the Cat  No and/or Cat values. Otherwise, this involves 

   Members spending time investigating, only to find it is the common  variant. (We appreciate

   that this can be onerous for the supplier, and hence only do it when it is appropriate – foreign

   stamps may not justify doing that).
c) make sure the stamps are hinged securely (or put in mounts, or in small plastic envelopes) –

    it causes lots of problems for everyone if loose stamps fall out of a booklet whilst the

    packet is circulating.

d) lots of low value stamps are better placed in individual see-through envelopes (for example

at 3 or 5p each).

e) please write stamp cat no/val and price above stamp (where possible).

 

 

Process and Terms for External Suppliers 

a)   Regular suppliers send their booklets to the CDSC Packet Secretary (having paid postage and taken out their own insurance for that journey – if they wish to). 

b)   Packets usually take around 3 months to circulate.

c)   At the finish of circulation on the Packet circuit, the Club takes a handling fee of 10%,

     and also deducts return postage (usually Large Envelope or small Parcel PO rates)

     and insurance for the period which the booklet is with the Club (usually 1% or 0.5%

     of the booklet value or Zero - as you require) and we post the Booklets back to the supplier.