ARTICLE I - Name
The name of the organization shall be
“Astronomical
Society
of the Toms River Area”, hereinafter referred to as “A.S.T.R.A” or “the
organization.” A.S.T.R.A. is associated with the Robert J. Novins
Planetarium, Ocean County College, Toms River, NJ.
ARTICLE II - Objective
A.S.T.R.A. is a local astronomy club open
to anyone
interested
in astronomy and space sciences. The objective of A.S.T.R.A. is to
provide
an open forum for those interested in astronomy to explore all aspects
of astronomy and space sciences and to promote knowledge of astronomy
and
associated equipment.
ARTICLE III - Members
Section 1. ELIGIBILTY
All persons interested in the objective of the organization shall be eligible for membership.
Section 2. CLASSES OF MEMBERS
There shall be the following classes of membership: Individual, Family, Organization, and Honorary. Individual, Family and Organization members shall be dues paying members. Honorary members shall be non-dues paying and non-voting members.
Section 3. DUES
a. The annual dues for each class of membership shall be reviewed and determined by the Executive Board and approved by the members.
b. Annual dues are payable by the March meeting.
c. The Executive Board may review rules for determination of initial dues for persons or organizations wishing to join at other than the beginning of the year. The dues structure shall be listed in the supplemental A.S.T.R.A. Policy document.
Section 4. PRIVILEGES OF MEMBERSHIP
Privileges of membership include a
subscription to
the
club newsletter, Astral Projections, use of the club telescopes, voting
rights, a copy of the Bylaws and Policy documents when joining or
requested
and items stated in the A.S.T.R.A. Policy document.
Section 5. VOTING
a. Individual and organization memberships shall have one vote, and family memberships shall have a maximum of two votes. Only fully paid members over the age of eighteen (18) can vote.
b. Only people present can vote at a meeting where a vote is taken (no proxies).
c. A quorum of members, ten percent (10%) or 10 of the members eligible to vote whichever is less, must be present for a vote.
d. Except for election of officers or
amendment to
the
bylaws, a simple majority shall be sufficient to pass a vote at a
meeting
or for a mail in vote.
ARTICLE IV - Organization
Section 1. OFFICERS
The officers of the organization shall be the President, the Vice President-Secretary, and the Treasurer. The Officers shall be elected, and no person may hold more than one elected office concurrently.
a. The President shall be the primary point of contact for the organization, speak for the organization in all official matters, and preside over all meetings.
b. The Vice President-Secretary shall
1) assume the responsibilities of the
President in
the
President's absence
2) make a record of any formal actions taken by
the
organization
3) coordinate with the Newsletter Editor in
mailing
appropriate
club business
4) perform as the ALCor (Astronomical League
Correspondent).
The ALCor communicates with the Astronomical League (AL) and
periodically
furnishes the AL with copies of our membership list.
5) Keep track of telescope equipment loans
6) Keep the official version of the Bylaws and
Policy
documents
c. The Treasurer shall be the club membership chairperson, shall maintain the club treasury, shall collect club dues, and shall expend funds as directed. Recurring expenditures normal to the operation of the organization are authorized. The Treasurer shall provide a written report of the years expenditures, which shall be included in the Newsletter, published within the first calendar quarter. Separate accounting will be maintained for the Telescope Fund and it will not be used for general club operations without a vote at a regular meeting.
Section 2. ADMINISTRATORS
Administrators of the organization shall be appointed by the Officers from volunteers and shall be the Newsletter Editor and the Webmaster. Officers may serve as Administrators.
a. The Newsletter Editor shall publish the club newsletter, ASTRAL Projections, once a month and for any special event, and shall coordinate with the Vice President-Secretary to publish appropriate club business in the ASTRAL Projections.
Publication of Club Business: The club newsletter, ASTRAL Projections, shall be the official organ of A.S.T.R.A. The newsletter shall carry the dates, times, locations, and subject matter (if known at the time of publication) of impending meetings. Any policy matter requiring a vote of the general membership must be published in the newsletter not less than one month prior to the meeting at which the vote is to be taken. If the matter requires a mail ballot, the ballot shall be mailed with the newsletter one month after the issue in which the impending vote is announced. The club is not responsible for lost or misdirected mail. The newsletter shall include other items as necessary.
b. The Webmaster shall manage the club website and the associated discussion board.
Section 3. EXECUTIVE BOARD
The Executive Board shall consist of the three elected officers and the two Administrators.
a. The Executive Board shall recommend dues, expenditures, voting issues, and shall perform other duties as appropriate.
b. The Executive Board may appoint standing committees as needed to carry out recurring or ongoing tasks required by the club. These standing committees will continue until the officers determine that their functions are no longer required. All committees so established shall act solely in accordance with the authority granted by the Executive Board
c. The Executive Board may appoint special committees to perform single tasks as needed by the club. These special committees will disband upon completion of their function.
Section 4. PLANNING BOARD
a. The Planning Board shall consist of members of the organization: the Executive Board and any other member wishing to participate in the planning process.
b. The Planning Board shall meet to plan the meeting agenda for the following year.
Section 5. ELECTIONS
a. Election of officers shall take place at the December meeting.
b. Nominations for all offices shall be accepted by the October Meeting. Members can self-nominate or nominate someone that has agreed to serve if elected. Nominations and acceptance can be done at the regular meeting or in writing. The written self-nomination or acceptance must reach the club Officers by the October meeting. The Newsletter Editor shall mail ballots by the November meeting, at the direction of the Vice President-Secretary.
c. Individual and organization members
shall have
one
vote, and family members shall have a maximum of two votes. A
plurality
shall be sufficient to elect.
Section 6. TERM OF OFFICERS
Office shall be effective on January 1 for a term of one year or until a successor is elected.
Section 7. REMOVAL FROM OFFICE
If an officer is not performing his or her
official
duties
or is subverting the aims of A.S.T.R.A., a member or the Executive
Board
can request that the officer be removed from office. The
Executive
Board (less the officer in question) will investigate the matter and a
recommendation will be made to the membership. The membership
will
vote on any recommendation for removal (by mail), and a majority shall
be sufficient for the removal. A special election will be held to
fill the remainder of the term of that office. If the remainder
of
the term is 3 months or less, one of the other officers can act in that
position until the regular elections.
ARTICLE V - Meetings
Section 1. REGULAR MEETINGS
The schedule of regular meetings shall be determined by and amended by the club members and listed in the A.S.T.R.A. Policy document.
Section 2. CONDUCT OF BUSINESS
Except for actions taken by the Executive
Board in
accordance
with the Bylaws, business of the organization may only be conducted at
regular meetings. Notification of any items for vote shall be
made
in the Newsletter. For any items placed before the members for
vote,
a simple majority shall be sufficient to pass.
ARTICLE VI - Amendment and Interpretation of the Bylaws
Section 1. AMENDMENT
Any member may recommend amendments to these Bylaws. Voting on recommended amendments by the membership shall be accomplished by mail ballot. Any proposed amendment must be announced in the newsletter one month before the vote is taken. Balloting will be by mail. The ballot will be sent with the next newsletter after the proposal is first announced; all ballots must be returned no later than the meeting one-month after the ballot is sent out. To take effect, an amendment must be passed by at least two-thirds of the members voting, provided that the number of members voting is more than a quorum of the membership.
Section 2. INTERPRETATION
The Executive Board shall recommend
interpretation
of
these Bylaws. Voting on recommended interpretations by the membership
shall
be accomplished at the following regular meeting. The Executive
Board
may make corrections to the Bylaws and Policy documents that do not
change
the intent, (such as spelling or grammar) without a vote.
1. Introduction
This Policy document supplements the Bylaws of the Astronomical Society of the Toms River Area (A.S.T.R.A.), which is envisioned to remain relatively constant and would require the full membership to affect a change. This document contains those specific items that would change from time to time. In an effort to change these specific items easily, they are separated from the Bylaws. Any member may recommend changes to the A.S.T.R.A. Policy document. Any proposed changes must be published in the newsletter at least one month before the meeting at which the vote will be taken. The vote shall be taken at the general membership meeting; the changes must be passed by a majority of the members present, provided that a quorum of the membership is present.
2. Membership Privileges
In addition to the items listed in the Bylaws, membership in A.S.T.R.A. has the following additional privileges:
a. Student discounts at Planetarium shows
upon request.
b. Membership in the Astronomical League upon
request.
3. Meetings
Regular meetings shall be held on the second Friday of each month (except August) at 7:00 P.M. at the Ocean County College. Business shall be limited to 15 minutes at a regular meeting, except when installing officers.
4. Dues
a. Dues for membership shall be $25.00 per
year.
b. In addition to regular dues, all new members
shall be assessed a one-time surcharge of
$5.00
for
their first year. This surcharge shall be dedicated to the
maintenance
of the club telescopes.
c. Dues for organization members shall be
determined by the Club Officers.
d. Collection of dues shall be complete by the
March
meeting. New members starting after July shall pay
prorated
dues as follows:
5. Club Telescope
a. Club telescopes are available to club
members (18
years
or older) who have been members for at least six months.
b. Members must get basic training on the
telescope use
before the loan.
c. The telescopes are available for a one-month
loan,
with a one month extension provided no one else wishes to borrow the
telescope.
d. Members will sign out the telescope and
accessories
and will account for each item on return. The borrowing member is
responsible
for the safe return of all equipment signed out.
A standard loan form that lists all the equipment
signed
out, that includes the terms of the loan in this document, shall be
executed
by the borrower (original and copy). All of the clubs equipment
will
be listed, and the appropriate box(s) will be checked for the actual
equipment
being borrowed.
e. Damaged equipment
1) Any equipment that is damaged shall be replaced
or
repaired as necessary to bring said equipment to original
specifications
and/or condition at the time of lending.
2) The Club Executive Board shall determine the
need for
repair
or replaceability as well as choice of vendors necessary to do so.
3) Not included in this agreement are consumables,
e.g.
batteries.
g. Recovery of telescope
1) Any additional expenses incurred in the
recovery of
monies that may include but not limited to litigation shall be the
responsibility
of the borrower.
2) The Club Executive Board shall determine any
necessary
action
to recover any and all monies due.
h. Equipment for checkout can only be authorized
and
signed out by a member of The Club Executive Board.
i. Members who do not abide by these rules will
lose
the privilege of borrowing a club telescope.
6. Expenditures
The Executive Board shall not expend in
excess of
$50
on one project unless authorized by the members at a regular
meeting.
Recurring expenditures to maintain club operations are authorized.
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to A.S.T.R.A.
Updated 12/13/08