Revised By-Laws of the Bristol Astronomy Club
Adopted May 15, 2010
Article I - Name
Section 1.This organization shall be known as the Bristol Astronomy Club
Article II - Purpose and Objectives
Section 1. To secure the fellowship, pleasures and benefits of an association with persons commonly interested in astronomy. Providing service for the local community to learn about and become interested in astronomy through activities, such as, but not limited to, lectures, demonstrations and sky observation events. To also make astronomy more accessible and visible to the general public through public and media outreach and by providing opportunities to its membership to learn and improve skills related to astronomy, such as, but not limited to, sky observing, research, and the selection, construction and use of astronomical equipment.
Section 2. This organization shall also promote the goals and objectives of the Dept. of Physics and Astronomy at King College. To that end meetings and activities of the group shall endeavor to reflect favorably on the college's goal to educate and share knowledge with its students and the public community at large.
Section 3. All activities of the club shall be undertaken without regard to race, religion, ethnicity, national origin, disability, age or gender.
Article III - Membership and Dues
Section 1. Any person interested in astronomy and having an interest in the purpose of this organization may become a member of the Bristol Astronomy Club in accordance with the provisions of this Article.
Section 2. The Bristol Astronomy shall have two classes of membership.
a. Regular members - any applicant 18 years or older may be accepted as a regular member by applying for membership and upon acceptance, pay their dues in accordance with these by-laws
b. Student members - any applicant enrolled as a student in a federally recognized school program whether primary, secondary or advanced level can be considered a student member. They will have all the rights of regular membership but pay a lower dues fee to encourage their continued interest and activity with astronomy. If under age 12, the applicant shall require the permission signature of their legal quardian to be accepted as a member. Ultimately, it should be the goal of a student member to be re-classified as a regular member as soon as possible.
Section 3. Candidates for membership shall apply to the organization in writing, or in such form as the club shall prescribe. The person will be declared a member upon payment of their annual dues as described in these by-laws.
Section 4. Dues are collected annually in an amount and at the time established by the club in their standing rules. Payment is to be made to the club Treasurer.
Section 5. Any member whose dues are more than three month in arrears shall be considered delinquent. Any member who is delinquent for less than a year may be reinstated by simply paying their owed dues.
Article IV - Meetings
Section 1. Regular Meetings shall be held once monthly at a time and place prescribed by current standing rules.
Section 2. A special meeting may be called at any time at the direction of the president or upon the written request of at least four members and stating the reason for meeting.
Article V - Officers and Committees
Section 1. The governing board of this club shall consist of its officers and a King College staff member that shall serve as liaison between the club and its operations in relation to the college.
Section 2. The King College Representative is a non-elected appointment by the college and should be a person that balances the needs and goals of the college with the required access and support the club needs to meet its purpose and objectives. There are no term limits for this position.
Section 3. Officers of the Bristol Astronomy Club shall be President, Vice-President, Secretary, and Treasurer
a. Only active members in good standing shall be eligible to hold office in this club. Officers are chosen by the membership from the membership
b. An individual may hold no more than one office at a time, with the exception of the offices of Secretary and Treasurer which may be combined when needed.
Section 4. Vacancies between elections shall be filled by special election at the regular meeting following the meeting in which the resignation or withdrawal is announced. Duties of that office meanwhile reside with the President or his interim appointee. Any person selected to fill such a vacancy shall serve for the unexpired term.
Section 5. Duties of the President - It shall be the duty of the President to preside over all meetings. The President shall call extra business meetings if required, temporarily fill vacancies, appoint an annual nominating committee of at least two persons, and form committees not otherwise provided for and perform all other duties normally required by the office.
Section 6. Duties of the Vice-President - It shall be the duty of the Vice-President to perform all functions of the president in his/her absence. The Vice-President shall also carry out all other duties normally required by the office and such additional functions as may be designated to him by the President.
Section 7. Duties of the Secretary - It shall be the duty of the Secretary to record the minutes of club business and other proceedings and to maintain a record of club events to serve as an historical record of all activities of the club. The Secretary will keep the official membership roll, handle membership applications and perform correspondence and other such duties usual and incident to the office. The Secretary may also perform other duties assigned from time to time by the President. The Secretary will make reports to the club in compliance with the standing rules of the organization.
Section 8. Duties of the Treasurer - It shall be the duty of the Treasurer to receive all dues and other monies owed to the club, to have general charge and supervision of the financial books and records of the club. The Treasurer's duties include the receipt and disbursement of funds, in accordance with procedures established by the President or outlined in the standing rules. The Treasurer, in conjunction with the Secretary will provide information to maintain an up-to-date roster of members and shall assume all duties usual to the office. Reports from the Treasurer will be made at regular intervals as established in the club's standing rules.
Section 9. The offices of Secretary and Treasurer may be combined into one office and officer if needed.
Article VI - Elections
Section 1. A nominating committee appointed by the President and consisting of at least 2 persons will present a list of candidates for consideration to the membership prior to voting. Current officers may not be members of the nominating committee.
Section 2. Nominations shall be made at the regular meeting prior to the club's Annual Meeting. At least one person for each office is required. Nominations may also be made from the floor at the meeting prior to elections.
Section 3. Elected officers shall serve for one full year. Should any office become vacant it may be filled as per the procedures set forth in Article V, Section 4.
Section 4. Method of voting shall be by secret ballot during election at the annual meeting.
Section 5. Newly elected officers shall assume their duties at the next regular meeting immediately following their election.
Article VII Conduct of Business and Amendments
Section 1. For voting purposes, a quorum of the club shall consist of five members present, at least one of whom is an elected officer of the club. Normal voting shall be decided by a simple majority vote.
Section 2. If voting is for a By-Law change, the membership is to be made aware of any proposed amendment at least three weeks before the meeting at which discussion and voting shall take place.
Section 3. An amendment to the By-Laws of the Club may take place at any regular after section 2 has been addressed. By-Law changes require a special 2/3 majority vote of the quorum present to be adopted .
Article VIII Dissolution
Section 1. Should the need to dissolve the organization arise, it may do so by a 2/3 vote at any regular meeting, providing that the resolution to dissolve has been submitted to the membership in writing at least 30 days prior to the vote.
Section 2. The assets of the organization that remain following dissolution shall be distributed to King College or to other organizations operated exclusively for educational, charitable or scientific purposes as the governing board shall determine.
These rules are not part of the by-laws and can easily be changed by voting at meetings without the need to amend the by-law document. These items are subject to change as the club sees fit.
Standing Rules of the Bristol Astronomy Club
1.The regular monthly meeting is scheduled for the 2nd Friday of each month at 7 p.m. 2.Meetings will be held at King College Observatory unless circumstances require a temporary change of meeting venue. 3.Dues for regular members are $16 per year and Student members are $10 per year at the January meeting each year. 4.Dues for new members are prorated quarterly for their first year of membership. 5.Notification of upcoming meetings and events is handled by email and posting on the club's website. 6.The Club’s Annual Meeting and picnic shall be in September
7. The club will have 100% membership in the Astronomical league
8.A formal Treasurer’s report will be made quarterly to the club This will generally be March, June, September and December (solstice and equinox months) 9.A person more than 6 month’s delinquent in dues will be dropped from the membership rolls.