Camberley and District Stamp Club

RULES OF THE CLUB EXCHANGE PACKET

The Club organises an exchange packet. All members over the age of 17 may receive the Club Packet.
All club members are encouraged to send books with their surplus stamps to the Packet Secretary for circulation in the packet. The Packet Secretary may also (at his discretion) accept books for circulation from non-members. Books in which to mount stamps may be obtained from the Packet Secretary. A stamped addressed envelope must be included with the supplied books if the vendor requires acknowledgement of receipt.

If packets of loose stamps are offered in vendor's books, they may be circulated at the Packet Secretary’s discretion but the Club takes no responsibility for any losses that may occur.

Vendors should note that, as the club operates two circulation lists, with up to 35 members in each, it could take 9-12 months for packets to complete a full circulation, however 7-8 months is normally achieved.

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.

The Club can, on request, insure a vendor's books at a charge of 1% of the books' value. The Club accepts no responsibility for losses of a vendor who does not take the insurance.

After circulation, the Packet Secretary will return books to the vendor under a certificate of posting with a cheque for the sales achieved less ten percent (10%) commission, the cost of return second class postage and the charge for insurance if taken.
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.
The Packet Secretary will enclose the Circulation List and an Address List in each packet together with a copy of these rules. As far as possible, members will be listed in an order to minimise the effort required to deliver the packet to the next member on the Circulation List. To allow, as far as possible, equal opportunities to all to see packets as they start their circulation, the starting point in the circulation list will be varied for each new packet at the Packet Secretary's discretion.
On receiving a packet, members should first check that the correct number of books are enclosed and then check all books or similar containers for unsigned spaces. If any discrepancy is found, the member from whom the packet was received must be advised immediately. Also, 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. Apparent losses will be charged to the member last receiving the packet before a loss is notified.
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 ballpoint 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.
Members must complete a Purchase Slip for each Packet they receive. Purchase slips are a key part of the system used to run the packets 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.
The Packet is to be passed by hand to the next member on the Circulation List within 3 days of receipt; a signature on the Purchase Slip is to be obtained for the packet. Once the Purchase Slip has been completed by the signature of the next recipient of the packet, 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.
To help those who purchase from the packet infrequently or for small values only, the Packet 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 if a member ceases to take the Packet.
For members who wish to see the balance of their deposit account, the Packet Secretary will normally have the members’ account sheets at meetings of the club. If the balance of a member’s deposit falls to £5, the Packet Secretary will ask the member to remit money to replenish his or her 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.
Club Membership Subscriptions are due on 1^st January annually in advance for the following year to 31^st December. For members who are on the Packet circulation, and who have deposit accounts, the Packet Secretary can collect Membership Subscriptions by debiting their accounts. Membership Receipts and Club Programmes will be distributed in the normal way to those who pay in this way.

Packet Rules 21^st March 2001 Edition

(Effective from Packet No.443)

Page last updated on 20^th January 2008