Bylaws

Rochester Astronomy Club
Bylaws (4/07)

I) Name and Purpose:

The name of this organization will be the Rochester Astronomy Club. In these bylaws the acronym “RAC” will refer to the Rochester Astronomy Club.

This organization does not contemplate financial gain or profit by any members thereof, and is organized solely for nonprofit purposes. The RAC is a volunteer organization dedicated to promote the enjoyment and education of astronomy and related sciences to members and the general public. The RAC shall encourage affiliation with other local and national societies at the discretion of the membership.

II) Bylaws:

A) Membership and Dues

  1. Any person with an interest in the science of astronomy will gain membership to the RAC on payment and maintenance of dues, without regard to race, color, national origin, sex, age, religion, handicap or disability. Beginners through professionals are welcome.
  2. Annual membership dues shall be set as recommended by the Executive Committee [see II) B) 1)] and approved by the membership. Each membership entitles one vote in club activities and elections. Anyone in a member’s household will be eligible for other membership benefits. Members of legal age may run for office.
  3. Membership dues for the current calendar year (January 1st to December 31st) will be paid by the Spring Equinox. Delinquent dues are those not received by the end of April and will result in loss of membership privileges. New membership dues received during the year will be prorated as determined by the Executive Committee.

B) Officers

  1. The Executive Committee shall consist of the following officers: President, Vice President, Secretary, Treasurer, Newsletter Editor, and Webmaster. The Executive Committee will meet at least biannually. An official board meeting may be called by the President or 3 of the other executive committee members and requires a 2 week notice to all committee members. A quorum for the Executive Committee will require at least 3 officers. Except for amendments to the bylaws, or expulsion of members [see II) E) and II) F)], all issues to be voted on shall be decided by a simple majority of those present at the meeting in which the vote takes place.
  2. The President shall preside at all meetings of the club. The president may call meetings, appoint committees, and appoint members to standing appointments. The president shall be second signatory on the club’s bank accounts. The president shall perform all the duties normally required of this office.
  3. The Vice President shall assist the president in carrying out the functions of the club, and assume the duties of the president during his/her absence.
  4. The Secretary shall keep the minutes of all meetings of the club. The secretary shall prepare meeting agendas in cooperation with the President and notify members of upcoming meetings. The secretary shall be responsible for all correspondence, and shall keep copies of all correspondence. The secretary shall be responsible for running the annual election of officers.
  5. The Treasurer shall keep account of all financial transactions of the club. The treasurer shall receive and receipt all moneys of the club and correctly disburse all authorized expenditures. Expenditure requests over $150 shall be approved by a vote at the subsequent monthly meeting. The treasurer shall maintain a ledger of income and expenses and report this at the monthly club meetings. The treasurer shall be the primary signatory on the club’s bank account. The treasurer shall keep the roster of club members.
  6. The Newsletter Editor shall construct, compile, and distribute a regular newsletter which contains news of Club activities, club contact information, articles of astronomical interest, etc., and which shall be made available to all regular members. The name of this newsletter is Rochester Skies.
  7. The Webmaster shall develop and maintain the club’s website as an active tool of current information for use by the general public and members. The name of this website is https://rochesterskies.org.

C) Meetings and Management

  1. Meetings shall refer to regularly scheduled club meetings each month at a date and location designated by the executive committee. A quorum will consist of a minimum of 8 voting members and 2 officers of the club. Except for amendments to the bylaws, all issues to be voted on shall be decided by a simple majority of those present at the meeting in which the vote takes place.
  2. The affairs and business of the club shall be conducted and managed by the Executive Committee.
  3. Meetings of the RAC shall follow the rules of parliamentary procedure set forth in the current Robert’s Rules of Order, or such other rules as may be adopted by the voting members.
  4. A special club meeting may be called at any time at the direction of either the President, three members of the Executive Committee, or upon the written request of at least 5 members, who shall state the reason or explain the reasons therefore. Thereupon, it shall be the duty of the secretary to notify members of the meeting at least 2 weeks in advance.

D) Elections

  1. The election of Officers shall take place during the last month of the calendar year at the annual meeting using standard rules for conducting the election including asking for nominations from the assembled membership. Officers will be elected by a simple majority vote of members present or members who have sent in a handwritten proxy vote. The term of office is one year.
  2. If a vacancy occurs in an elected office, the unexpired term of such officer shall be filled by a person selected by a majority vote of the Executive Committee.

E) Amendments

Bylaws may be established, amended or changed if approved by the executive committee and passed by a 2/3rds majority vote of the members. All proposed bylaw amendments and changes must be distributed to the membership at least 1 month prior to the meeting in which the vote is taken.

F) Expulsions of Members

Any member may be removed for cause including, but not limited to, the following reasons: non-payment of dues, willful misuse of club property, negligence of club bylaws, willful disregard for her/his owns safety or the safety of others while on organization sponsored activities, or conduct unbecoming of a member of the RAC. A resolution to dismiss a member must be passed by a two-thirds vote of a quorum of the Executive Committee. The club member involved shall be given at least a 10 day notice of such action and shall be offered a meeting to appeal to the Executive Committee.

G) Dissolution

Upon the dissolution of the corporation, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, the corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not so disposed of shall be disposed of by the District Court in and for Olmsted County, Minnesota, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized an operated exclusively for such purposes.