Constitution and Bylaws of the Northern Colorado Astronomical Society

 

PREAMBLE:

We, the undersigned, desiring to secure the pleasures and benefits of an association of persons interested in amateur astronomy; to promote the science of astronomy; to encourage and coordinate activities of amateur astronomical societies; to foster observational and computational work, telescope building and craftsmanship in various fields of astronomy; to promote the efficient use of outdoor lighting in order to minimize light pollution and thus preserve the dark skies, do hereby organize and constitute ourselves the Northern Colorado Astronomical Society, a 501(c)(3) nonprofit organization.

 

ARTICLE I: NAME

The name of the association shall be the NORTHERN COLORADO ASTRONOMICAL SOCIETY. The organization shall also be recognized under the acronym NCAS.

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ARTICLE II: MEMBERSHIP

Section I: Any person with a sincere interest in astronomy may be admitted to the membership.

Section II: Members are required to pay dues as specified by the executive board unless these dues are waved by the executive board.

Section III: A member may be dropped from the membership by two-thirds quorum vote after a show of due cause.

 

ARTICLE III: DUES

Section I: Dues will be assessed by the executive board on an annual basis. Section II: A change in the dues must be approved by two-thirds quorum vote.

Section III: To retain membership in the society, the individual or family must have current dues paid.

Section IV: New members who pay dues after November 1 will be considered paid through the entire next year.

Section V: One membership covers family members living at the same address. The family shall share one Astronomical League membership.

Section VI: Each family member participating as an outreach volunteer must have a separate membership so that they are covered by club insurance.

Section VII: Dues are not refundable.

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ARTICLE IV: ELECTION OF OFFICERS

The officers of the Northern Colorado Astronomical Society shall consist of president, vice-president, secretary, and treasurer. Together these positions shall form the Executive Board governing the society. All eligible candidates shall be selected from regular, paid-up membership. A member can only hold one office at a time, except for secretary and treasurer. The offices of secretary and treasurer are normally held separately but may be combined with a majority quorum vote.

Section I: The method of voting shall be by secret ballot by the rear membership during January. In the event of a tie, the president shall be permitted to break the tie by casting his or her ballot twice.

Section II: The executive board of elected officers shall be elected for a term of one year. 

Section III: Members may hold the same office for no more than two consecutive terms. Section IV: Officers may be removed by two-thirds quorum vote of the current membership after a show of due cause.

Section V: Vacancies occurring between elections shall be filled by a special election at the regular meeting following the meeting in which the resignation or withdrawal is announced. Duties of the office meanwhile reside with the president or the president's interim appointee, or otherwise at the discretion of the e.0xecutive board.

 

ARTICLE V: DUTIES OF THE OFFICERS

Section I- President: The president shall preside at all business meetings and shall chair the executive board. The president shall call extra business meetings if required, temporarily fill vacancies and appoint committee members not otherwise provided for. The president shall perform all other duties normally required by the office of the president.

 

Section II- Vice-President: The vice-president shall preside in the absence, or inability of the president to preside. The vice-president shall coordinate scientific programs for presentation at the general meetings. The vice-president shall vet the scientific legitimacy and appropriateness before adding a presentation to the schedule. The Vice-President may be assigned additional duties as needed by the President and the Executive Board.

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Section III- Secretary: The secretary shall keep the minutes of the monthly general meetings and the executive board meetings. If there is not an Educational Outreach Coordinator assigned, the Secretary shall fulfill these duties as outlined under Article V below.

 

Section IV- Treasurer & Treasury: The treasurer shall keep an accurate account of all financial transactions of the organization. It is the responsibility of the treasurer to:

• receive and receipt dues from members

• account for and bank receipts properly

• Handle all US Internal Revenue Service, Colorado Secretary of State and Colorado Department of Revenue communications

• send renewal and new subscription money to any publication with which the organization has a group subscription

• pay all bills justly accrued by the organization

• keep accurate financial records for members to review or in case of a government audit.

 

1. Each year prior to the December meeting, the Treasurer and Executive board shall create a proposed annual budget for the next calendar year. The proposed budget shall be reviewed with membership at the December meeting and shall be approved by a majority quorum vote of the membership at the December or January meetings. The approved annual budget represents the approved spending for the calendar year, and amounts shown may be disbursed accordingly without the need for further voting.

2. The Executive board shall have the authority to approve additional expenditure beyond the approved annual budget, not to exceed a total of four hundred dollars ($400) in any given month.

3. If additional expenditures not included in the approved annual budget exceed $400 during a given month, the expenditure must be voted on and approved by a majority quorum membership vote.

4. All expenditures must meet federal and state policy for 501(c)(3) tax-exempt organizations.

 

Section V- Appointed Positions and Committees:

1. The Executive Board has the authority to appoint and remove ad hoc positions and committees as deemed necessary.

2. These positions report to the Executive Board and may attend Board meeting as deemed necessary by the board.

3. These positions may include:

   • Outreach Coordinator responsible for organizing the observing outreach program, recruiting and organizing club volunteers and interfacing with the appropriate city, county, state and school district representatives to coordinate the club’s outreach programs. The coordinator and all outreach volunteers must be paid up members in good standing to ensure they are covered by club insurance.

   • Educational Outreach Coordinator responsible for coordinating non-observational outreach, including educational talks and presentations by qualified club members. Responsible for communicating with other clubs and communicating items of scientific and astronomical interest to club membership.

   • Webmaster responsible for maintaining and updating the club website.

   • Newsletter Editor responsible for gathering appropriate club, astronomy and space related news and publishing the club Newsletter (if any).

 

ARTICLE VI: MEETINGS

Club meetings are to be held monthly. An executive board meeting of the officers and other interested members shall be held before the general meeting whenever the president deems it necessary.

 

ARTICLE VII: QUORUM

A quorum shall consist of 9 members or 20% of the total membership, whichever is greater.

 

ARTICLE VIII: CONSTITUTIONAL AMENDMENTS

This Constitution and/or accompanying bylaws may be amended by two-thirds vote of the members present at any regular meeting if the members are informed in writing of the proposed amendment one month prior to the meeting at which the action is to be taken.

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ARTICLE IX: BYLAWS

Section I: A regular member or executive board member gets only one vote in any election or board decision with the exception of the president in the case of a tie.

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Section II: The society is organized as an educational organization and will take part only in activities that are scientific and educational in nature. No substantial part of society activities shall be carrying on of propaganda, or otherwise attempting to influence legislation, and the society shall not participate in or intervene in any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of the articles the society shall not carry on any other activities not to be carried on (a) by a corporation exempt from Federal Income Tax under section 501(C)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law).

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Section III: Upon the dissolution of the society, the executive board shall; after paying or making the provision for the payment of all liabilities of the society, dispose of all the assets of the society exclusively for the purpose of the society in such a manner or to such an organization or organizations organized and operated exclusively for charitable, educational

or scientific purposes as shall at the time qualify as an exempt organization or organizations under section 501(C)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law, as the executive board shall determine). Any such assets not so disposed of shall be disposed of by the court of common pleas of the county in which the principal office of the society is then located, exclusively for such purposes or to such an organization or organizations, as said court shall decide, which are organized and operated exclusively for such purposes.

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Section IV: Consumption of alcoholic beverages is not permitted on the observing field during club skygazing events or during monthly club meetings.

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Section V: Any member borrowing equipment, literature, et cetera from the club shall solely be responsible for the return or replacement of all items borrowed. Any infraction of this bylaw shall result in the permanent forfeiture of the individual's membership and dues paid. Section VI: The Northern Colorado Astronomical Society is not responsible for any losses, injury or theft to any persons or property at any society meetings or activities.