Bylaws
Of
the
Rocky
Mountain Astronomy Club
Adopted:
The
name of this organization is the Rocky Mountain Astronomy Club (RMAC). It is
located in Pueblo, Colorado.
The
Rocky Mountain Astronomy Club strives to be a premier resource for Southern
Colorado.
The
Rocky Mountain Astronomy Club actively promotes the awareness of, interest in
and education of astronomy.
The
Rocky Mountain Astronomy Club encourages and supports the beginning and advanced
amateur astronomer, students and all who have an interest in and wish to pursue
astronomy in a fun atmosphere of fellowship and camaraderie.
To
deepen the understanding of astronomy, the Rocky Mountain Astronomy Club
provides informative programs, shared resources and group observing
opportunities.
Section
1: Membership
Membership
is open to all that have an interest in astronomy, and have paid the annual
dues. Each member will strive to support the purpose of RMAC to the best of
his/her abilities. Members shall refrain from conduct injurious to RMAC or its
purpose or property belonging to the organization or its members.
Section
2: Membership Classifications
2.1 Individual
membership consists of any person 16 years of age or older upon payment of
individual dues.
2.2
Family
membership consists of two or more immediate, co-habitating family members upon
payment of family membership dues. One person shall be 16 years of age or older.
Section
3: Dues
3.1
Annual
dues are set by the Executive Board and are ratified by a majority vote of the
membership. Dues are used to defray the costs of operating RMAC. Dues will be
paid at the beginning of the calendar year and will be delinquent 30 days
thereafter. Dues are payable at the first general membership meeting of the
calendar year or by mail to the Treasurer of RMAC.
3.2
Any
proposed changes to the dues will be submitted in writing to the membership with
the rationale for the proposed changes. The proposed change(s) in dues will be
approved or defeated by a majority vote of the members. The new dues will take
effect at the beginning of the next calendar year.
3.3
For all
new members, the dues must be paid in full at the time of application, and the
dues will be prorated quarterly for the remainder of the calendar year.
3.4
The
Treasurer will notify all members who are delinquent in payment of their dues.
If payment of dues is not received within 30 days, the member will be sent a
second and final notice. If payment is not received within 30 days of the final
notice, the member will be removed from the membership. The member will be
reinstated immediately upon receipt of the delinquent dues.
3.5
Any
member desiring to resign from RMAC shall submit his/her resignation in writing
to the Treasurer.
4.1
Membership
shall include all of the benefits of RMAC, which includes a subscription to the
RMAC newsletter, the attendance of meetings, programs and all other activities
of RMAC.
4.2
Voting
Rights for individual membership shall consist of one vote.
4.3
Voting
Rights for family memberships shall consist of one vote per individual with two
votes maximum per family.
4.4
Membership
may also include discounts for publications, books and a membership to the
Astronomical League if applicable.
Section
1: General
1.1
The
elected officers of the Rocky Mountain Astronomy Club are volunteers and serve
without compensation. The offices of RMAC shall be President, Vice President,
Secretary, Treasurer and Member at Large.
1.2
The
elected officers shall comprise the Executive Board, and shall supervise and
control the business of RMAC. The Executive Board may appoint individuals to
serve in any capacity as needed, but this appointment shall not be construed as
a Board Position.
1.3
All
officers shall have one vote on issues before the Board. Only elected Board
member can cast his/her vote.
1.4
If an
office other than the Presidency becomes vacant, a successor shall be nominated
and approved by a special election of the members at the next Regular Membership
Meeting.
1.5
An
officer may resign by giving written notice to the Executive Board. The
remaining Executive Board members may temporarily fill the vacant office until
the next regular meeting. A special election shall be held at the next Regular
Membership Meeting to elect the replacement Board member to finish the term of
office.
1.6
The
Executive Board shall determine what is in the best interest of RMAC and its
membership.
Section
2: Duties of Officers
A.
President
The President shall preside over all Club Membership Meetings and Executive
Board Meetings. The President shall supervise the business affairs and the
general operations of RMAC subject to the direction of the Executive Board to
support the purpose of Rocky Mountain Astronomy Club. The President shall be a
member of all committees and shall appoint or dissolve committees as needed to
support the purpose of RMAC.
B.
Vice
President
The Vice President shall assist the President. In the absence of the President,
the Vice President shall perform all the duties of the President. In such
circumstances the Vice President shall have all the authority of the President,
and shall be subject to the direction of the Executive Board. If the office of
President shall become vacant for whatever reason, the Vice President shall
assume the office of President. In such circumstances, a special election will
be held to fill the office of Vice President.
C.
Secretary
The Secretary shall record and maintain the minutes of all Executive Board and
General Membership Meetings. The Secretary shall make two copies of the minutes
one copy given to the President and the second copy will be available for
inspection by any member upon request. The Secretary shall keep the meeting
minutes on file for seven years.
D.
Treasurer
The Treasurer is the chief financial officer. The Treasurer shall maintain
accurate records of the financial status of RMAC. The Treasurer shall endorse
checks, collect and deposit all funds of RMAC into the RMAC Bank account(s) and
shall disburse funds for RMAC business affairs at the direction of the Executive
Board. The Treasurer will give a report of the financial status of RMAC at all
General Membership and Executive Board meetings. In the Treasurer’s absence,
the President will give the Treasurer’s Report.
E.
Member
at Large The
Member at large shall be the spokesman of the membership at the Executive Board
Meetings. The Member at Large shall present any concerns or desires of the
membership of RMAC to the Executive Board. The Member at Large shall be the
fifth voting member of the Executive Board.
Section
3: Terms of Office
The
term of office shall be one year commencing on January 1 and ending December 31.
Officers may serve any number of terms, provided they have the desire to
continue to serve and they are re-elected under the election procedures of
Article VI.
Section
4: Qualifications
The
officers shall be members in good standing and elected by a majority vote of the
members at the Annual Membership Meeting. An individual may serve in only one
office at any one time. Family members of the elected officer may assist and
support the office but may not hold a second office.
Section
1: General
1.1 Meetings
and activities shall be at the direction of the Executive Board. The meetings
shall be held in Pueblo, Colorado and shall consist of a program of astronomical
interest and a general business meeting for the membership to receive and
exchange information with the Executive Board.
1.2
Executive
Board meetings shall be held in Pueblo, Colorado and shall be open to all RMAC
members as observers.
1.3
Star watches, workshops, classes and activities will be scheduled for
RMAC members only and/or may be opened to the public to provide a public
outreach at the discretion of the Executive Board.
Section
2: Frequency
2.1
Regular
Member Meetings shall be held once monthly. The Executive Board will determine
the time, date, place and content of the Regular Member meeting.
2.2
RMAC
shall hold its Annual Meeting in September at a time and place designated by the
Executive Board. The purpose of the Annual Meeting shall be to elect officers
for the next year.
2.3
Executive
Board Meetings shall occur once monthly and will convene at the discretion of
the President. The President or three Board members may convene additional Board
Meetings.
2.4
Star
watches shall be scheduled monthly at the direction of the Executive Board.
Section
3: Procedures General
All
meetings, star watches and other events shall be publicized in the RMAC
Newsletter at least one month preceding the meeting or event. RMAC may publicize
meetings and events by advertising in print and/or electronic media as deemed
appropriate by the Executive Board.
3.1
Members
may present ideas, motions or business for consideration at Regular Membership
Meetings. The Executive Board will consider the matter during the next Executive
Board Meeting and any subsequent meetings as needed The Executive Board will
then present its recommendations to the membership at the next available Regular
Membership Meeting.
3.2
Decisions
requiring a vote shall be made by a simple majority of the members present and
voting. Each individual member
shall be entitled to one vote, and family memberships are entitled to two votes.
Both family members must be present to cast their two votes, or they may vote by
absentee ballot. In the case of an
absence, a member may vote by absentee ballot by submitting a written ballot to
the Secretary in advance. The Secretary must receive absentee ballots before the
meeting date in a sealed envelope, which will be opened at the Regular
Membership Meeting. When a business
issue or motion has been established at a previous meeting, then voting by
absentee ballots are authorized.
3.3
Grievances
must be submitted in writing to the Executive Board. The Executive Board will consider the grievance during its
next Executive Board Meeting and subsequent meetings as needed. The Executive
Board will present its recommendations to the membership in the next available
Regular Membership Meeting.
3.4
RMAC
shall use Robert’s Rules of Order Newly Revised as the reference for the
parliamentary procedures, except where they conflict with the bylaws of RMAC.
Section
1: General
Officers
shall be elected by a written secret ballot at the Annual Meeting. Officers are
elected by a simple majority of members present casting ballots, and ballots
cast absentee.
Section
2: Frequency and time
The
September meeting will be known as the Annual Meeting. Elections of officers
will take place at the Annual Meeting.
Section
3: Procedures
Nominations
for officers will commence with the July Regular Membership Meeting and continue
with the August Regular Membership Meeting. No nominations will be accepted
after the August Regular Membership Meeting. Nominations must be from individual
members in good standing over the age of 21. All individual members over the age
of 21 are eligible for nomination to an office. The nominations will be
published in the September newsletter, which will be mailed no later than seven
days prior to the Annual Meeting. Accompanying the September newsletter will be
an absentee ballot. All ballots must be cast at the September Annual Meeting.
The Secretary must receive absentee ballots by the Annual Meeting date in a
sealed envelope. The Secretary will count the ballots, and the Member at Large
will confirm the count in the presence of the members at the Annual Meeting. No
ballots will be accepted after the Annual September Election Meeting.
Twenty-five percent of the membership will be required for a quorum. In meeting
the required quorum, absentee ballots received shall be counted as members
present.
All
decisions and matters are ratified by a majority vote of the members with full
disclosure of issues before a vote. All meetings, minutes and documents are open
to the members. All members have a voice and the majority decision prevails. The
decisions of the Executive Board and its officers are with the best interests of
RMAC in mind. The general operations of RMAC are subject to the direction of the
Executive Board to support the purpose of Rocky Mountain Astronomy Club. The
members of RMAC agree to hold all other members and the Executive Board members
and elected officers harmless for any and all decisions or grievances and
differences that might occur.
Section
1: General
Two-thirds
majority of the members of RMAC has adopted these By-laws of the Rocky Mountain
Astronomy Club.
Section
2: Procedures
Members
proposing amendments to these Bylaws shall submit them in written form with two
signatures to the Executive Board. Notice of the proposed changes, and absentee
ballots shall be provided to the membership by mail one month preceding the next
Regular Membership Meeting. The proposed changes will be discussed at that
Regular Membership Meeting. The next monthly meeting will be designated a
Special Membership Meeting, at which time the proposed changes will be brought
to a secret ballot vote. The Secretary must receive absentee ballots in a sealed
envelope before the start of the Special Membership meeting. The Secretary will
count all the ballots, and the Member at Large will confirm the count in the
presence of the members at the meeting.
Section
3: Required for Passage
A
two-thirds majority of votes of members’ present casting ballots, and ballots
cast by absentee shall be required for adoption of a proposed amendment. Unless
otherwise provided amendments shall take effect immediately upon adoption.