Astronomy Club of Augusta
BY-LAWS
April 24, 1998
Recognizing that the members are responsible for the functioning of the club and must accept and perform this responsibility, the members of the club hereby organize themselves in conformity with these BY-LAWS, rules, and regulations stated herein.
Article I DESCRIPTION
1. NAME: The name of this club shall be, "Astronomy Club of Augusta."
2. PURPOSE: The purpose of this club shall be to foster the hobby of astronomy. This shall be accomplished by bringing together persons interested in astronomy by promoting observation, esthetic appreciation, photography, computation, and study in the field of astronomy; by correlating amateur activities and professional research; and by encouraging and coordinating outside activities for the benefit of the members and the public.
3. STATUS: This club shall be a not-for-profit organization and a member of the Astronomical League. In the event of the dissolution of the club, all properties and monies shall be donated for uses pursuant to purposes similar to the original purposes of the club as specified in Article 1, Section 2, hereof.
Article II MEMBERSHIP
1. ELIGIBILITY: Any person with a sincere interest in astronomy may be admitted to membership upon payment of dues. The membership year is the same as the dues year as described in Article II, Section 3, Paragraph A, hereof. Eligibility for corresponding membership is subject to approval by the Executive Board.
2. CATEGORIES:
A. Regular Members shall receive the regularly mailed club bulletins, shall be entitled to vote on all business brought before the club, and shall be entitled to all benefits and privileges of membership.
B. Corresponding Members shall receive the regularly-mailed club bulletins, but are not entitled to vote on any business brought before the club. They are encouraged to attend all regular club activities. The dues of a corresponding member shall be one-half the dues of a regular member.
C. Voting Family Members are individuals who reside with a regular member, and who shall be entitled to vote on all business brought before the club, and shall be entitled to all benefits and privileges of membership, except that a Voting Family Member shall not be mailed a separate copy of the club bulletins. The dues of a Voting Family Member shall be one-half the dues of a Regular Member.
D. Nonvoting Family Members are individuals who reside with a regular member and pay no dues. A Nonvoting Family Member is not entitled to vote on any club business. Nevertheless, a Nonvoting Family Member is welcome at all club activities and the opinions and ideas of Nonvoting Family Members will be sought concerning club business and activities. Each Nonvoting Family Member, if desired, may be listed on the club membership list.
E. A member my change his or her category of membership by payment of dues according to the outline in Article II, Section 3, Paragraph C, Item 3, hereof.
3. DUES:
A. Year: For the purpose of assessment of dues, the club year shall begin on July 1 and end on June 30 of the following year.
B. Amount: The amount of dues shall be determined yearly, in consideration of club expenses for the coming dues year, by vote of club members attending the first business meeting in May, by a majority of votes cast. In every year the dues must be in accordance with the constraints mentioned in Article II, Section 2, hereof. The dues of any member may be waived at the discretion of the Executive Board.
C. Proration of dues:
1. A prospective member may gain Regular Membership or Corresponding Membership or Nonvoting Family Membership beginning on November 1 of each club year, but not before November 1, by paying that prorated portion of the yearly dues corresponding to the portion of the club year remaining. Prior to November 1, membership can be gained only by paying the yearly dues in full.
2. A club member who does not renew his dues, but allows his membership to lapse, may regain membership only by payment of the full yearly dues, without proration, regardless of the amount of the club year that has passed, during the first club year after the lapse of dues. After that year, the former member may be considered to be a prospective member, and proration may be applied as described above.
3. A Nonvoting Family Member may advance to any other category of membership, and a Corresponding Member of a Voting Family Member may advance to Regular Membership, beginning on November 1 of each Club year, but not before November 1, by paying that prorated portion of the yearly dues corresponding to the portion of the club year remaining, being given credit for the member's paid dues of the previous category or membership. Prior to November 1, such advancement of category of membership can be had only by paying the yearly dues in full, being given credit for the member's paid dues of the previous category of membership.
D. Partial Payment or installment payments of dues may not be made, but rather, the entire dues for the club year, or remainder of the club year, must be paid in a single payment.
E. Refunds. No dues payment is refundable under any circumstances.
Article III OFFICERS
1. OFFICES: The offices of this club shall consist of President, Vice President for Programs, Vice President for Observing, Secretary, and Treasurer.
2. TERM: Officers shall hold office for one year, which shall be from July 1 through June 30.
3. ELIGIBILITY: Any Regular Member or Voting Family Member is eligible for any office. Each officer must remain in good standing as a member, and as such is subject to payment of dues as provided in Article II, Section 3, hereof. An officer may succeed himself if duly elected as provided herein.
4. The NOMINATING COMMITTEE:
A. Shall be formed anew each year, by announcement and solicitation at the first club business meeting in March.
B. Shall consist of at least 3 Regular Members or Voting Family Members not currently holding office, including any who wish to be on it, plus any appointed by the President.
C. Shall meet at its own discretion and need not keep minutes, select a chairperson, or have other formal officers, activities, or structure, except that it shall have the duties delineated in these By-Laws.
D. Shall nominate at least one Regular Member or Voting Family Member to run for each office of the club.
E. Shall present its nominees at the first business meeting in April.
F. Shall devise the format of the mailed ballot.
G. Shall preside at the election of officers at the first business meeting in May.
H. Shall be disbanded, with or without notice, upon the election of new officers in May.
5. ELECTIONS: After the Nominations Committee has presented its nominees at the first business meeting in April, nominations, may be made from the floor for any office, with parliamentary procedure observed as delineated in Roberts Rules of Order Newly Revised. At least two weeks before the first business meeting in May, a ballot will be mailed to each Regular Member and Voting Family Member. At the first business meeting in May, further nominations may be made from the floor, and then the officers shall be elected from among the nominees by a majority of votes cast, counting both returned ballots and votes cast at the meeting. Ballots received after the election will not be counted.
6. VACANCIES of office occurring between elections, whether for nonpayment of dues or any other reason, shall be filled by appointment by the President; unless such vacancy is the office of President, in which case the Vice President for Programs will assume the office of President, and relinquish the office of Vice President for Programs.
7. DUTIES OF OFFICERS:
A. The President shall preside at business meetings; be chairman of the Executive Board; call extra business meetings if needed; fill vacant offices by appointments; appoint committees not otherwise provided for; appoint the Editor of the club bulletin, appoint a Parliamentarian if he deems it advisable; be ex-officio member of all committees; oversee, assist, and take responsibility for the work of other officers and members as needed to ensure the effective and timely execution of their duties, and perform all other duties normally required by the office of President.
B. The Vice President for Programs shall preside at business meetings in the absence or inability of the President, or at the pleasure of the President; and shall plan and schedule programs of interest to the members, including programs at club meetings and programs outside of meetings.
C. The Vice President for Observing shall plan and schedule all star parties, public viewing sessions, and other observational activity.
D. The Secretary shall keep minutes of all club business meetings, Executive Board meetings, and any other club meetings the officers deem worthy of recording, report minutes of all meetings regularly to the club; maintain up-to-date records of By-Laws and of rules and regulations; keep attendance at business meetings; correspond with other astronomical societies and individuals regarding club and regional business and astronomical information; keep records of correspondence; receive and relay to members news and information of astronomical interest; and supply club news quarterly to the Astronomical League.
E. The Treasurer shall account for and bank receipts properly; pay all bills justly incurred by the club; keep accurate records of all financial transactions of the club; keep books in order and available for inspection at any time; give monthly reports to the club; send dues to the Astronomical League treasurer annually; receive and receipt dues money from members; keep an up-to-date roster of members; and communicate membership changes promptly to the individual responsible for mailing the club bulletin.
ARTICLE IV COMMITTEES
1. The NOMINATING COMMITTEE shall be as described in Article III, Section 4, hereof.
2. The EXECUTIVE BOARD shall consist of all current officers, plus the immediate past President, and shall meet at the discretion of the current President.
3. OTHER COMMITTEES shall be appointed by the President, to serve until the special purpose for which they were appointed has been fulfilled, or until they are discharged by the President.
ARTICLE V MEETINGS
1. BUSINESS MEETINGS shall occur at least once in each calendar quarter and shall be announced by mail. The mailing list to the business meeting announcements is the same as the mailing list for the regularly mailed club bulletin.
2. Business meetings, which were not announced in the regularly mailed club bulletin, may be called by the President by a special mailing. At such business meetings the only business items which are allowed to be discussed are those items that are announced in the mailed notification of the meeting.
3. All business meetings shall be held at a location familiar to the members and at a time familiar to the members.
4. Business meetings shall be conducted according to parliamentary procedure delineated in Roberts Rules of Order Newly Revised.
ARTICLE VI BULLETIN
1. The club shall publish and mail a Bulletin at least once every calendar quarter.
2. The Editor of the bulletin shall be appointed by the President, to serve at the discretion of the President.
3. The Editor shall be responsible for distribution of ballots as required in Article III, section 5, and in Article IX, Paragraph B, hereof.
ARTICLE VII AWARDS
The club shall present the following awards annually, at the first business meeting in July.
A. President's Award: To be selected and given by the immediate past President, to the member who has demonstrated the best attitude, supported the interests of other members, and contributed to the activities of the club in the most exemplary fashion during the prior club year.
B. Best Program Award: To be selected and given by the immediate past Vice President for Programs, to any individual, irrespective of membership.
C. Observation Award: To be selected and given by the immediate past Vice President for Observing, to the member who most distinguished himself as an observer, irrespective of contributions to the club.
D. Attendance Award: To be selected and given by the immediate past Secretary to the member(s) whom he considers most worthy.
ARTICLE IX AMENDMENT
These By-Laws may be amended if the following conditions are met:
A. The President decides that the wording of the proposed amendment is acceptable.
B. The regularly mailed club bulletin includes the final draft of the amendment; the lines it replaces, if any; a ballot; and any announcement of the planned vote on the amendment at a business meeting.
C. At the business meeting, discussion is allowed prior to the vote, a two-thirds majority of votes cast is required to approve and adopt the amendment; absentee ballots received after the vote will not count.
ARTICLE X AUTHORITY
1. VIOLATIONS:
A. These By-Laws shall be considered to have been violated if so decided at a business meeting by vote of the club, or by opinion of the President, or by acclaim.
B. In the event of such violation, the club may then authorize, but only by a majority vote of Regular Members and Voting Family Members present, whatever exceptional procedures are reasonably needed to regain and assure continued operation of the club under these By-Laws.
2. ADOPTION: These By-Laws may be adopted at a business meeting, by two-thirds affirmative vote, including both votes cast at the meeting and mailed ballots that arrive by the time of the meeting. They shall replace any previous By-Laws, and shall become effective immediately upon adoption by means of said vote. Applicability of this draft of By-Laws will be proven in comparison to other drafts, by comparison of dates and signatures affixed below.
BY-LAWS
April 24, 1998
Recognizing that the members are responsible for the functioning of the club and must accept and perform this responsibility, the members of the club hereby organize themselves in conformity with these BY-LAWS, rules, and regulations stated herein.
Article I DESCRIPTION
1. NAME: The name of this club shall be, "Astronomy Club of Augusta."
2. PURPOSE: The purpose of this club shall be to foster the hobby of astronomy. This shall be accomplished by bringing together persons interested in astronomy by promoting observation, esthetic appreciation, photography, computation, and study in the field of astronomy; by correlating amateur activities and professional research; and by encouraging and coordinating outside activities for the benefit of the members and the public.
3. STATUS: This club shall be a not-for-profit organization and a member of the Astronomical League. In the event of the dissolution of the club, all properties and monies shall be donated for uses pursuant to purposes similar to the original purposes of the club as specified in Article 1, Section 2, hereof.
Article II MEMBERSHIP
1. ELIGIBILITY: Any person with a sincere interest in astronomy may be admitted to membership upon payment of dues. The membership year is the same as the dues year as described in Article II, Section 3, Paragraph A, hereof. Eligibility for corresponding membership is subject to approval by the Executive Board.
2. CATEGORIES:
A. Regular Members shall receive the regularly mailed club bulletins, shall be entitled to vote on all business brought before the club, and shall be entitled to all benefits and privileges of membership.
B. Corresponding Members shall receive the regularly-mailed club bulletins, but are not entitled to vote on any business brought before the club. They are encouraged to attend all regular club activities. The dues of a corresponding member shall be one-half the dues of a regular member.
C. Voting Family Members are individuals who reside with a regular member, and who shall be entitled to vote on all business brought before the club, and shall be entitled to all benefits and privileges of membership, except that a Voting Family Member shall not be mailed a separate copy of the club bulletins. The dues of a Voting Family Member shall be one-half the dues of a Regular Member.
D. Nonvoting Family Members are individuals who reside with a regular member and pay no dues. A Nonvoting Family Member is not entitled to vote on any club business. Nevertheless, a Nonvoting Family Member is welcome at all club activities and the opinions and ideas of Nonvoting Family Members will be sought concerning club business and activities. Each Nonvoting Family Member, if desired, may be listed on the club membership list.
E. A member my change his or her category of membership by payment of dues according to the outline in Article II, Section 3, Paragraph C, Item 3, hereof.
3. DUES:
A. Year: For the purpose of assessment of dues, the club year shall begin on July 1 and end on June 30 of the following year.
B. Amount: The amount of dues shall be determined yearly, in consideration of club expenses for the coming dues year, by vote of club members attending the first business meeting in May, by a majority of votes cast. In every year the dues must be in accordance with the constraints mentioned in Article II, Section 2, hereof. The dues of any member may be waived at the discretion of the Executive Board.
C. Proration of dues:
1. A prospective member may gain Regular Membership or Corresponding Membership or Nonvoting Family Membership beginning on November 1 of each club year, but not before November 1, by paying that prorated portion of the yearly dues corresponding to the portion of the club year remaining. Prior to November 1, membership can be gained only by paying the yearly dues in full.
2. A club member who does not renew his dues, but allows his membership to lapse, may regain membership only by payment of the full yearly dues, without proration, regardless of the amount of the club year that has passed, during the first club year after the lapse of dues. After that year, the former member may be considered to be a prospective member, and proration may be applied as described above.
3. A Nonvoting Family Member may advance to any other category of membership, and a Corresponding Member of a Voting Family Member may advance to Regular Membership, beginning on November 1 of each Club year, but not before November 1, by paying that prorated portion of the yearly dues corresponding to the portion of the club year remaining, being given credit for the member's paid dues of the previous category or membership. Prior to November 1, such advancement of category of membership can be had only by paying the yearly dues in full, being given credit for the member's paid dues of the previous category of membership.
D. Partial Payment or installment payments of dues may not be made, but rather, the entire dues for the club year, or remainder of the club year, must be paid in a single payment.
E. Refunds. No dues payment is refundable under any circumstances.
Article III OFFICERS
1. OFFICES: The offices of this club shall consist of President, Vice President for Programs, Vice President for Observing, Secretary, and Treasurer.
2. TERM: Officers shall hold office for one year, which shall be from July 1 through June 30.
3. ELIGIBILITY: Any Regular Member or Voting Family Member is eligible for any office. Each officer must remain in good standing as a member, and as such is subject to payment of dues as provided in Article II, Section 3, hereof. An officer may succeed himself if duly elected as provided herein.
4. The NOMINATING COMMITTEE:
A. Shall be formed anew each year, by announcement and solicitation at the first club business meeting in March.
B. Shall consist of at least 3 Regular Members or Voting Family Members not currently holding office, including any who wish to be on it, plus any appointed by the President.
C. Shall meet at its own discretion and need not keep minutes, select a chairperson, or have other formal officers, activities, or structure, except that it shall have the duties delineated in these By-Laws.
D. Shall nominate at least one Regular Member or Voting Family Member to run for each office of the club.
E. Shall present its nominees at the first business meeting in April.
F. Shall devise the format of the mailed ballot.
G. Shall preside at the election of officers at the first business meeting in May.
H. Shall be disbanded, with or without notice, upon the election of new officers in May.
5. ELECTIONS: After the Nominations Committee has presented its nominees at the first business meeting in April, nominations, may be made from the floor for any office, with parliamentary procedure observed as delineated in Roberts Rules of Order Newly Revised. At least two weeks before the first business meeting in May, a ballot will be mailed to each Regular Member and Voting Family Member. At the first business meeting in May, further nominations may be made from the floor, and then the officers shall be elected from among the nominees by a majority of votes cast, counting both returned ballots and votes cast at the meeting. Ballots received after the election will not be counted.
6. VACANCIES of office occurring between elections, whether for nonpayment of dues or any other reason, shall be filled by appointment by the President; unless such vacancy is the office of President, in which case the Vice President for Programs will assume the office of President, and relinquish the office of Vice President for Programs.
7. DUTIES OF OFFICERS:
A. The President shall preside at business meetings; be chairman of the Executive Board; call extra business meetings if needed; fill vacant offices by appointments; appoint committees not otherwise provided for; appoint the Editor of the club bulletin, appoint a Parliamentarian if he deems it advisable; be ex-officio member of all committees; oversee, assist, and take responsibility for the work of other officers and members as needed to ensure the effective and timely execution of their duties, and perform all other duties normally required by the office of President.
B. The Vice President for Programs shall preside at business meetings in the absence or inability of the President, or at the pleasure of the President; and shall plan and schedule programs of interest to the members, including programs at club meetings and programs outside of meetings.
C. The Vice President for Observing shall plan and schedule all star parties, public viewing sessions, and other observational activity.
D. The Secretary shall keep minutes of all club business meetings, Executive Board meetings, and any other club meetings the officers deem worthy of recording, report minutes of all meetings regularly to the club; maintain up-to-date records of By-Laws and of rules and regulations; keep attendance at business meetings; correspond with other astronomical societies and individuals regarding club and regional business and astronomical information; keep records of correspondence; receive and relay to members news and information of astronomical interest; and supply club news quarterly to the Astronomical League.
E. The Treasurer shall account for and bank receipts properly; pay all bills justly incurred by the club; keep accurate records of all financial transactions of the club; keep books in order and available for inspection at any time; give monthly reports to the club; send dues to the Astronomical League treasurer annually; receive and receipt dues money from members; keep an up-to-date roster of members; and communicate membership changes promptly to the individual responsible for mailing the club bulletin.
ARTICLE IV COMMITTEES
1. The NOMINATING COMMITTEE shall be as described in Article III, Section 4, hereof.
2. The EXECUTIVE BOARD shall consist of all current officers, plus the immediate past President, and shall meet at the discretion of the current President.
3. OTHER COMMITTEES shall be appointed by the President, to serve until the special purpose for which they were appointed has been fulfilled, or until they are discharged by the President.
ARTICLE V MEETINGS
1. BUSINESS MEETINGS shall occur at least once in each calendar quarter and shall be announced by mail. The mailing list to the business meeting announcements is the same as the mailing list for the regularly mailed club bulletin.
2. Business meetings, which were not announced in the regularly mailed club bulletin, may be called by the President by a special mailing. At such business meetings the only business items which are allowed to be discussed are those items that are announced in the mailed notification of the meeting.
3. All business meetings shall be held at a location familiar to the members and at a time familiar to the members.
4. Business meetings shall be conducted according to parliamentary procedure delineated in Roberts Rules of Order Newly Revised.
ARTICLE VI BULLETIN
1. The club shall publish and mail a Bulletin at least once every calendar quarter.
2. The Editor of the bulletin shall be appointed by the President, to serve at the discretion of the President.
3. The Editor shall be responsible for distribution of ballots as required in Article III, section 5, and in Article IX, Paragraph B, hereof.
ARTICLE VII AWARDS
The club shall present the following awards annually, at the first business meeting in July.
A. President's Award: To be selected and given by the immediate past President, to the member who has demonstrated the best attitude, supported the interests of other members, and contributed to the activities of the club in the most exemplary fashion during the prior club year.
B. Best Program Award: To be selected and given by the immediate past Vice President for Programs, to any individual, irrespective of membership.
C. Observation Award: To be selected and given by the immediate past Vice President for Observing, to the member who most distinguished himself as an observer, irrespective of contributions to the club.
D. Attendance Award: To be selected and given by the immediate past Secretary to the member(s) whom he considers most worthy.
ARTICLE IX AMENDMENT
These By-Laws may be amended if the following conditions are met:
A. The President decides that the wording of the proposed amendment is acceptable.
B. The regularly mailed club bulletin includes the final draft of the amendment; the lines it replaces, if any; a ballot; and any announcement of the planned vote on the amendment at a business meeting.
C. At the business meeting, discussion is allowed prior to the vote, a two-thirds majority of votes cast is required to approve and adopt the amendment; absentee ballots received after the vote will not count.
ARTICLE X AUTHORITY
1. VIOLATIONS:
A. These By-Laws shall be considered to have been violated if so decided at a business meeting by vote of the club, or by opinion of the President, or by acclaim.
B. In the event of such violation, the club may then authorize, but only by a majority vote of Regular Members and Voting Family Members present, whatever exceptional procedures are reasonably needed to regain and assure continued operation of the club under these By-Laws.
2. ADOPTION: These By-Laws may be adopted at a business meeting, by two-thirds affirmative vote, including both votes cast at the meeting and mailed ballots that arrive by the time of the meeting. They shall replace any previous By-Laws, and shall become effective immediately upon adoption by means of said vote. Applicability of this draft of By-Laws will be proven in comparison to other drafts, by comparison of dates and signatures affixed below.