ASRC’s Bylaws & Standing Resolutions
NOTE – Membership is open to anyone with an interest in astronomy and a willingness to adhere to the Astronomical Society of Rowan County bylaws. Annual membership dues are still only $15 per year for an individual, and only $25 per year for the whole family!
Table of Contents
- Article I. Membership
- Article II. Officers
- Article III. Elections
- Article IV. Dues
- Article V. Activities and Service Sections
- Article VI. Meetings
- Article VII. Property and Financial
- Article VIII. Amendments
- Article IX. Ratification
The purpose of the Astronomical Society of Rowan County(ASRC) shall be:
- To promote and raise awareness of our largest natural resource, the night sky.
- To encourage and coordinate activities of the amateur astronomical community.
- To foster observational and educational work in the various fields of astronomy.
- To provide a medium for correlating amateur activities with the general public.
- To provide a resource of materials, equipment, and persons knowledgeable in the field of astronomy to other members of the community showing a desire to learn.
Article I. Membership
Section 1. Membership Classes
There shall be five classes of membership, and hereafter in this Bylaws the generic term “member” shall denote these classes. The “Membership Criteria”, which are as follows: Acceptance of these Bylaws by the proper authority of said organization or in the case of individual memberships, by that individual, approval by the Officers of the ASRC, and payment to the ASRC treasurer of the prescribed fees and dues for said category of membership as set by the ASRC Officers.
- Individual Member
Any individual person with a bona fide interest in astronomy and a desire to lend financial support to the ASRC and who understands and abides by the aforementioned “membership criteria.”
Any number of family members living within the same household having at least one member of legal age and who understands the aforementioned “membership criteria” and accepts responsibility for the family as a unit, may become members of the ASRC under Family Membership.
- Supporting Member
Any company, manufacturer, corporation or organization with a sincere belief in the ideals of the ASRC may become a member of the ASRC based on the aforementioned “membership criteria.”
- Lifetime Member
The title Lifetime Member of the ASRC may be bestowed upon any individual person who has made a significant, sustained, or outstanding contribution to the Astronomical Society of Rowan County or the science of astronomy and/or has meet the Lifetime Membership Dues requirement. If Lifetime Membership is to be granted for reasons other than meeting the Lifetime Membership dues requirement, a unanimous vote by all ASRC officers is required.
- Student/Limited Income
Any person who is a full time student and/or has a limited income due to retirement, disability, or where normal individual membership dues would place too great a burden on the individual or household may qualify for Student/Limited Income Membership as agreed upon by ASRC officers.
Section 2. Privileges of Members
All Classes of membership are entitled to attend ASRC events and monthly meetings, address the ASRC Officers as specified in Article I, Section 3 or Article VI, Section 2. Members under the age of 16 must be accompanied by an adult. All classes of membership shall receive official notices of the ASRC and the publication specified in Article V, Section 4, access to the ASRC web site, and have access ASRC resources and facilities. No commercial use of the ASRC mailing list, organization name/abbreviation, or logo is permitted. Personal information although available to other ASRC members, will not be made public without the owners consent.
- Individual Members
have the right and obligation to be present at ASRC elections and cast one (1) vote for each position being voted on . All members a encouraged to participate in club elections. Only physical impairment or illness will warrant the acceptance of an absentee ballot.
- Family Members
shall have the same privileges as individual members but will have only one (1) combined vote.
- Supporting Members
shall have this specific privilege: Supporting members may conduct sponsor-related advertising at ASRC hosted events once the advertisement has been approved by ASRC officers. Supporting Members are allowed one (1) representative to be present and cast one (1) vote at elections.
- Lifetime Members
shall have the same rights and privileges of individual members.
- Student/Limited Income
shall have the same rights and privileges as individual members.
Section 3. Disputes and Grievances
Members of the ASRC who have a grievance or dispute with any other member of the ASRC or a policy set by the ASRC are encouraged to file a letter of grievance with the Executive Committee. Included in the letter of grievance should be a complete description of the complaint, the name of the person or what policy the grievance is against, a list of other members with knowledge or information pertaining to the grievance and their dated and signed affidavits, the date of submission, and the signature of the person filing the grievance.
The Executive Committee after reviewing the information will vote on the course of action to be taken. A (2/3) majority vote will decide the course of action. If the action involves an amendment to the ASRC bylaws, all members will receive a written copy of the amendment. If the action involves the suspension or revocation of a membership, or the suspension or removal of an officer from the Executive Committee, a written notice must be sent to the person to whom the action is being taken against within five (5) business days of the decision being made by the Executive Committee.
A written appeal must be made within thirty (30) days after receiving the decision made by the Executive Committee. A Review Board will be assembled within thirty (30) days of receiving the appeal consisting of the Executive Committee and three (3) randomly chosen members not directly involved in the case. Both parties will be allowed to present their side of the case to the Review Board. After hearing both sides of the case and reviewing all information, the Review Board will vote on a course of action. A majority (2/3) vote will determine the final course of action, which will be maintained as a part of the ASRC’s permanent records.
Article II. Officers
Section 1. Officers
The officers of the ASRC shall be the President, Vice-President, Secretary, Treasurer, Public Relations Chairman, Light Pollution Education and Awareness (LPEA) Chairman, and Program Chairman. The officers shall be members of the ASRC and may appoint assistants as are deemed necessary by their offices for their proper operation. These assistants shall serve such terms, and be removed from their positions when deemed necessary, as the officer decides.
Section 2. The Executive Committee
The officers shall constitute the Executive Committee of the ASRC, hereinafter referred to as the Executive Committee. Members of the Executive Committee shall have one (l) vote each.
Section 3. Terms of Office
The terms of office of the Executive Committee shall be as follows:
- The offices of the President and Vice-President shall be for two (2) years running concurrently and may not be held for more than two (2) terms. In the event of resignation or removal from office by the remaining executive committee for misconduct or unsatisfactory performance, an interim officer may be appointed by the executive committee until a full member election can be held to complete the current term.
- The offices of Secretary and Treasurer shall be for three (3) years running concurrently and may not be held for more than two (2) terms. In the event of resignation or removal from office by the remaining Executive Committee for misconduct or unsatisfactory performance, an interim officer may be appointed by the Executive Committee until a full member election can be held to complete the current term.
- The offices of Public Relations Chairman, Program Chairman, and LPEA Chairman will not have term limits imposed, if however a position becomes available due to resignation or removal from office by the remaining Executive Committee for misconduct or unsatisfactory performance, an interim officer may be appointed by the Executive Committee until a full member election can be held.
- For purposes of this subsection appointment or succession to an office with more than one (1) year remaining in an unexpired term shall be regarded as a term of office.
- Each term shall begin on April 1.
- Any officer or appointee may be removed from office, or his/her term may be extended by a two-thirds (2/3) majority vote of the Executive Committee.
Section 4. Duties
The duties of the officers of the Executive Committee shall include the following, but it may be necessary for officers to perform other functions and duties on an a temporary as needed basis.
- The President shall be the chief Executive Officer of the ASRC. He/she shall have general charge and supervision of the business and affairs of the ASRC, subject to the powers vested in him/her by the Executive Committee. He/she shall have the power to sign, execute and terminate all contracts, deeds, obligations, and other legal instruments in the name of the ASRC as authorized by the Executive Committee. He/she shall preside over the ASRC Business Meetings, Executive Committee meetings and shall have a vote on all issues. He/she may call special sessions of the Executive Committee as prescribed in Article VI Section 4. He/she shall create and appoint special committees and shall be an ex-officio member of all committees. He/she may, upon completion of his/her tenure, serve as an advisory member of Executive Committee, without vote, until succeeded. He/she shall direct the ongoing review and updating of the ASRC’s program goals, required by Article V, Section 2.
- The Vice-President shall assist the President in the discharge of his/her duties and perform them in the case of absence, death, disability, or resignation of the President. He/she shall chair or, if a candidate for office, co-chair the Nominating Committee. He/she shall chair award committees delegated to the Vice-President by Standing Resolution of the Executive Committee, promote presentation of awards offered by the ASRC, and serve as ex-officio member on all ASRC award committees.
- The Secretary shall record and preserve the minutes of the Executive Committee, and ASRC Business meetings, and shall make these minutes available within thirty (30) days following said meetings to the Executive Committee upon request. He/she shall provide a summary of the ASRC monthly and Business meetings in the next publication of the “Rowan Sky Line” the ASRC’s Newsletter and shall make additional copies of the Minutes available to members of the ASRC upon request. He/she shall provide each member of the Executive Committee with a notebook containing the current Bylaws and each Standing Resolution of the ASRC, provide annual inserts updating the Standing Resolutions when needed and include minutes of all meetings in the previous year for new Executive Committee members. He/she shall issue notices of Executive Committee Meetings, Monthly ASRC Meetings and Events to all members.
- The Treasurer shall receive all dues and other money due the ASRC and shall keep proper books of account of all monetary transactions. He/she shall place the funds in a repository approved by the Executive Committee and shall present an account of his/her transactions as Treasurer and of the financial condition of the ASRC to the Executive Committee and/or the President whenever they may require it, but at least annually. He/she may be bonded under conditions prescribed by the Executive Committee. He/she shall maintain an accurate and up-to-date inventory of all ASRC properties.
- The Public Relations Chairman shall be responsible for raising public awareness of the activities of the ASRC. He/She shall be responsible for submitting information to radio, T.V., newspapers, BB services, public bulletin boards (ie.Library), and the ASRC webmaster in a timely manner so that it may be distributed early enough to be of use to the public. He/She should be available for interviews by the media, and have a working knowledge of the ASRC’s purpose, activities, and goals. He/She should maintain a log of contactees including their names, organization name, address, phone numbers, and e-mail address.
- The Program Chairman shall be responsible for providing programs and activities for ASRC’s monthly meetings and special events such as public star parties, workshops, etc. He/She may solicit the help of other members as needed in the organization of a program or event. Other members who have ideas or suggestions for a program must get the authorization of the Program Chairman. It is the responsibility of the Program Chairman to correlate program activities with the Public Relation Chairman and the remaining members of the Executive Committee.
- The Light Pollution Education and awareness (LPEA) Chairman shall be responsible for educating and sharing information on light pollution and IDA progress with the members of the ASRC. He/She will be responsible for raising public awareness on it’s effects, causes, and remedies. He/She must work with the Program Chairman and the other members of the Executive Committee in organizing programs and time slots at ASRC meetings in which to share this information. He/She is also responsible for providing the ASRC webmaster with information and updates for the ASRC’s Light pollution page. The LPEA Chairman shall maintain an open channel of communications with the ASRC, IDA, Public Officials, and the general public.
Article III. Elections
The Officers of the ASRC shall be elected by a plurality vote cast on official ballots at a Special Elections Meeting. All members are entitled to vote including those running for office.
Section 2. Nominating Committee
A nominating committee shall be formed consisting of two (2) members not seeking election. They will be responsible for making the election ballots, and recording the names and office to which they are seeking election. The nominating committee will also be responsible for tallying the votes and announcing the winners.
Section 3. Conduct of Elections
A Special Election Meeting will be called with all ASRC members being notified and encouraged to attend. The purpose of the meeting will be announced by the Officer presiding over the elections. The nominating committee will distribute the ballots and the members will select the candidates of their choice and place their ballot in the ballot box. Once all members have completed and returned their ballot the nominating committee will begin to count and record the results of the election. A member of the nominating committee will announce the winner(s).
Section 4. Election Misconduct
Nominating committee members and others who assist in conducting an election shall not attempt to influence other members, alter or misrepresent a submitted ballot, or change the outcome of an election in anyway except by their own ballot choices. Misconduct may result in the permanent removal of that person or persons membership. The decision to redo the elections is up to the members present, and may be established by a show of hands.
Article IV. Dues
All dues are renewable on a yearly basis and become due Jan 15, members are encouraged to pay at the ASRC’s January meeting. Any member whose dues are not paid by March 1 will be considered delinquent.
The membership and privileges of any member who is delinquent in payment of dues may be terminated in accordance with procedures established by the Executive Committee. No publications shall be sent to delinquent members.
Dues and fees for all classes of membership shall be periodically reviewed and fixed by membership vote.
Article V. Activities and Services Sections
There will be various service organizations created on an as needed basis, directed by an individual or committee, authorized by and operated according the ASRC’s needs. These shall include, but are not limited to, Newsletter Service.
A list of high priority goals, objectives and member services, shall be maintained and updated annually under the direction of the President.
The President will review and submit to the Executive Committee at least annually the progress and effectiveness of the ASRC’s high priority goals, objectives, members services, publications and resource utilization. The Executive Committee will either accept volunteers or elect chairman to serve in the members services as needed to operate the service at it’s maximum potential.
The ASRC shall produce a publication for distribution on a regular basis to the membership, whose editor shall be selected according to Section 3 of this article. The publication’s name and format shall be determined by the members. Suitable space for editorial columns will be provided for use by the President and editor without change except for normal editorial alterations and propriety.
Technical activity sections may be established by the Executive Committee.
Each activities or services committee will submit an annual report and budget at the ASRC business meeting or at other times as requested by the Executive Committee.
Article VI. Meetings
The ASRC business meeting shall be held annually at a location agreed upon by the majority vote of all Members of the Executive Committee. The exact time and place will be stipulated by the Executive Committee. Each Officer is required to bring his/her copy of the bylaws, resolutions, amendments, updates, and all records concerning ASRC activities to each business meeting. The Executive Committee shall meet at least bi-annually.
Any member may have business brought before the Executive Committee in regular session by having petitioned, either orally or in writing, a Executive Committee member. If said Executive Committee member deems necessary, the member(s) with business before the Executive Committee may then address the group directly, subject to Executive Committee approval.
Monthly ASRC meetings must have at least two officers present The main objective of such meetings shall be for astronomical observations (Star-Party) or astronomy related programs.
The Executive Committee may hold additional meetings or conduct business called by the President or by petition to the President of a majority of the Executive Committee, or by petition of a ASRC member-at-large to an Officer of the Executive Committee.
The parliamentary authority for operation of all ASRC meetings shall be Robert’s Rules of Order, Newly Revised. The President or his/her appointee shall serve as parliamentarian for interpretation and administration of these rules.
Article VII. Property and Financial
The ASRC may acquire and hold property of any description, real or personal, by gift, purchase, or otherwise.
The ASRC shall be a not-for-profit organization in accordance with Section 501 (c) (3) of the U.S. Internal Revenue Code. Donations of material, real or personal, and monetary gifts and contributions shall therefore be tax deductible.
Upon dissolution of the Corporation, referred to in these Bylaws as the ASRC, the Executive Committee shall, after paying or making provision for payment of all corporate liabilities, dispose of all corporate assets exclusively to such tax exempt organization(s) operated for educational and/or scientific purposes as the Executive Committee may determine. Any such assets not so disposed of shall be disposed of by the courts of the county in which the principal office of the Corporation is then located, exclusively for such organizations or purposes of an educational or scientific nature, as said courts shall determine.
Article VIII. Amendments
Amendments to these Bylaws may be proposed by Executive Committee resolution, by petition of three (3) or more Officers of the Executive Committee, or by petition of five (5) or more Members-at-Large.
A proposed amendment shall be distributed to each member for vote. Members must return their vote within thirty (30) days to be counted.
Two-thirds (2/3) of the votes cast shall be required for adoption of a proposed amendment.
Article IX. Ratification
These Bylaws will be ratified upon acceptance by two-thirds (2/3) of all voting members of the ASRC Executive Committee. It shall take effect on or after May 20, 2000 superseding all previous documents of similar purpose.
This document prepared May 20, 2000 by Herb Goodman, Secretary ASRC
Correction in: Article 1 Section 2>Privileges of Membership
Typographical error corrected: age
18 incorrect, replaced with correct value of 16.
(Members 16 and under must be accompanied by an adult when attending ASRC sponsored events.)