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Austin Astronomical Society, PO Box 12831, Austin, Texas 78711; Phone: (512) 323-5574
Member Astronomical League and International Dark-Sky Association

Austin Astronomical Society Bylaws

The following online version, as well as an available PDF version (Adobe Acrobat Reader required), of the Bylaws of the Austin Astronomical Society is UNOFFICIAL, being subject to typographical and other errors in the transcription, as well as being subject to delays in updating following adoption of amendments. The official version of the Bylaws of the Austin Astronomical Society resides with the Secretary of the Society.

(See also the Constitution of the Austin Astronomical Society.)

Table of Contents

Article I FISCAL YEAR AND CALENDAR
 
Article II TRANSACTION SIGNATORIES
 
Article III REGULAR AND SPECIAL MEETINGS
  1. Executive Committee Meetings
  2. General Assembly Meetings
  3. Meeting Agendas
  4. Parliamentary Authority
Article IV INITIATION AND APPROVAL OF BINDING ACTIONS
  1. Actions Reserved to General Assembly
  2. Actions Initiated by Executive Committee
  3. Actions Approved by Executive Committee
Article V MEMBERSHIP
  1. Membership Categories
  2. Category-Specific Membership Requirements
  3. Membership Dues
  4. Payment of Annual Dues
  5. Prorata Dues for New Members
  6. Optional Subscriptions and Purchases
  7. Forfeiture of Overpayments
  8. Benefits of Membership
Article VI ELECTED OFFICER ELECTIONS AND VACANCIES
  1. Normal Election Procedures
  2. Election Contingencies
  3. Filling of Vacancies in Elected Office
Article VII DUTIES OF ELECTED OFFICERS
  1. President
  2. Vice-President
  3. Secretary
  4. Treasurer
  5. Member and Public Relations Committee Chair
  6. Equipment Committee Chair
  7. Members-At-Large
  8. Events Committee Chair
Article VIII APPOINTED OFFICER APPOINTMENTS AND VACANCIES
  1. Appointment of Standing Positions and Committees
  2. Appointment of Nominating Committee
  3. Appointment of Specially Created Committees
  4. Filling of Vacancies in Appointed Office
Article IX DUTIES OF APPOINTED OFFICERS
  1. Parliamentarian
  2. Historian
  3. Newsletter Editor
  4. Formal Affiliate Representatives
  5. Member and Public Relations Committee
  6. Equipment Committee
  7. Events Committee
  8. Nominating Committee
  9. Other Appointed Officers
Article X ADVISORS
  1. Appointment of Advisors
  2. Functions of Advisors
  3. Advisor Requirements
Article XI AUTHORIZATION OF TRANSACTIONS
  1. Contracts and Other Binding Agreements
  2. Recurring Expenditures
  3. Nonrecurring Expenditures
  4. Donations
Article XII AUTHORIZATION OF RECURRING EVENTS
 
Article XIII AUTHORIZATION OF FORMAL AFFILIATIONS
 
Article XIV ELECTED OFFICER CODE OF CONDUCT
 
Article XV APPOINTED OFFICER CODE OF CONDUCT
 
Article XVI MEMBER CODE OF CONDUCT
  1. Conduct at Society Sponsored Events
  2. External Communications Conduct
Article XVII EXPULSION PROCEDURES
  1. General Provisions
  2. Motions Required for Expulsion
  3. Initiation of Expulsion Proceedings
  4. Representations and Discussion
  5. 5. Termination of Expulsion Proceedings
Amendment History
 

Article I   Fiscal Year and Calendar

  1. The fiscal year of the Society shall run from September 1 through the August 31 following.
  2. The following table summarizes the administrative calendar of the Society.
Fiscal Month Calendar Month Administrative Event
Second October General Assembly quorum determined
Second October Last newsletter sent to lapsed members
Fifth January Nominating Committee appointed
Eighth April Nominating Committee dissolved
Eighth April Officers elected
Twelfth August Equipment inventoried

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Article II   Transaction Signatories

  1. All authorized legal, governmental, other non-financial, and financial transactions of the Society shall have a primary signatory, a secondary signatory, and a tertiary signatory.
  2. The primary signatory shall prepare and sign the designated documents, unless unable to do so, due to unavoidable absence.
  3. The secondary signatory shall prepare and sign the designated documents, in the absence of the primary signatory, unless unable to do so, due to unavoidable absence.
  4. The tertiary signatory shall prepare and sign the designated documents, in the absence of both the primary and secondary signatories.
  5. The following table summarizes the signatories designated for each type of transaction.
Type of Transaction Primary Signatory Secondary Signatory Tertiary Signatory
Legal President Secretary Treasurer
Governmental Secretary President Treasurer
Other Nonfinancial President Secretary Treasurer
Financial Treasurer President Secretary

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Article III   Regular and Special Meetings

Section 1   Executive Committee Meetings

  1. Regular meetings of the Executive Committee shall be scheduled on a quarterly or more frequent basis without exception.
  2. At or prior to the start of each fiscal year, the incoming Executive Committee shall meet to determine the schedule (date, time, and place) of regular meetings of the Executive Committee for that fiscal year. The Secretary shall submit this schedule to the Member and Public Relations Committee Chair and to the Newsletter Editor for publication no later than the issue of the Society newsletter distributed in the second month of that fiscal year.
  3. The Secretary shall also submit any necessary revisions to this schedule, as soon as they are known, to the Member and Public Relations Committee Chair and to the Newsletter Editor for prompt publication thereafter, but without exception for publication prior to any regular meetings affected by such revisions.
  4. Any special meetings of the Executive Committee held in variance of this schedule shall be announced in the Society newsletter prior to such meeting whenever possible, and shall without exception be reported upon at the regular meeting of the General Assembly immediately following such special meeting of the Executive Committee.

Section 2   General Assembly Meetings

  1. Regular meetings of the General Assembly shall be scheduled on a monthly or more frequent basis, with exception permitted for special circumstance.
  2. The regular meetings of the General Assembly shall be held on the second Friday evening of every month, except for special circumstance as may include:
    1. Irreconcilable conflict of the regular meeting date with a Society sponsored event, or
    2. Special meeting held on or near the regular meeting date.
  3. Any deviation from the regular meeting schedule for special circumstances shall require prior approval of the General Assembly.
  4. The date, time, and place of all regular and special meetings of the General Assembly shall be published in the Society newsletter prior to such meetings.

Section 3   Meeting Agendas

  1. The Secretary shall without exception submit the agenda for each regular meeting of the Executive Committee to the Member and Public Relations Committee Chair and to the Newsletter Editor for publication in the Society newsletter prior to such meeting.
  2. The Secretary shall whenever possible submit the agenda for any special meeting of the Executive Committee to the Member and Public Relations Committee Chair and to the Newsletter Editor for publication in the Society newsletter prior to such meeting.
  3. The Secretary shall, whenever appropriate and whenever possible, submit an agenda of important or unusual business to be considered in a meeting of the General Assembly to the Member and Public Relations Committee Chair and to the Newsletter Editor for publication in the Society newsletter prior to such meeting.

Section 4   Parliamentary Authority

  1. The rules contained in Robert's Rules of Order, The Modern Edition, ISBN 0-425-11690-5, shall govern the Society in all instances in which they are applicable and in which they are not inconsistent with the Constitution or Bylaws of the Society.

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Article IV   Initiation and Approval of Binding Actions

Section 1   Actions Reserved to General Assembly

  1. The actions listed in this Section shall without exception be reserved to the General Assembly. This reservation of powers shall not be construed to prohibit prior informal discussion of such actions by the Executive Committee, by or amongst officers of the Society, or by or amongst members of the Society.
    1. Adoption of amendments to the Constitution of the Society,
    2. Adoption of amendments to the Bylaws of the Society,
    3. Adoption of or amendment of standing resolutions,
    4. Election of elected officers,
    5. Impeachment of elected officers,
    6. Revocation of appointment of appointed officers,
    7. Expulsion of members, and
    8. Approval of minutes from prior General Assembly regular or special meeting.

Section 2   Actions Initiated by Executive Committee

  1. The actions listed in this Section may be initiated by the Executive Committee or an officer of the Society, and may be the basis for making conditional statement of commitment or other nonbinding statements to external individuals or organizations, but shall without exception require approval by the General Assembly before the action shall be considered approved and binding.
    1. Permanent change in location or time of regular meetings of the General Assembly,
    2. Appointment of appointed officers,
    3. Creation of new committees whose work is expected to persist for three or more months,
    4. Acceptance of donations of real property with value in excess of $100,
    5. Disposition of real property with value in excess of $100,
    6. Selection of contractors for service to be performed with value in excess of $100,
    7. Approval of nonrecurring expenditures in excess of $100,
    8. Approval of recurring expenditures,
    9. Approval of contracts and other binding agreements,
    10. Permanent changes in Society addresses or telephone numbers,
    11. Change of name of Society newsletter,
    12. Adoption of or change in official Society logo,
    13. Permanent modifications to facilities or equipment owned or operated by the Society,
    14. Approval of nonrecurring Society sponsored events, and
    15. Formal affiliation with external organizations.

Section 3   Actions Approved by Executive Committee

  1. An action appearing neither in Section 1 nor in Section 2 may be initiated and approved by the Executive Committee, shall be reported at the regular meeting of the General Assembly immediately following the action, and after such report, shall be considered as approved by the General Assembly and binding, in the absence of motion carried by simple majority vote to disapprove the action.

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Article V   Membership

Section 1   Membership Categories

  1. Categories of membership in the Society shall be Regular, Household, Junior, Senior, and Honorary.

Section 2   Category-Specific Membership Requirements

  1. As of the start of the current fiscal year:
    1. Regular members shall be age 18 or older;
    2. Household members shall be age 18 or older, shall reside in the same household with a Regular or Senior member, and shall not, by election of the Household membership category, receive a copy of the monthly newsletter of the Society;
    3. Junior members shall be age 17 or younger;
    4. Senior members shall be age 65 or older and shall, at their option, have elected to be categorized as Senior members rather than as Regular or Household members; and
    5. Honorary members may be of any age.
  2. Junior membership shall be further annually contingent upon receipt by the Secretary of the Authorization Form contained in Attachment 1 to these Bylaws, signed by a parent or legal guardian of the prospective Junior member.
  3. Honorary membership may be conferred on any person, subject to approval by the General Assembly.

Section 3   Membership Dues

  1. Annual dues for Regular members shall be $25.00.
  2. Annual dues for Household, Junior, and Senior members shall be $15.00.
  3. Honorary members shall not be dues-paying members of the Society. Annual dues for Honorary members shall be $0.00.

Section 4   Payment of Annual Dues

  1. Dues are due and payable to the Treasurer at the start of each fiscal year. Current members of the Society who fail to pay dues before the adjournment of the regular meeting of the General Assembly held in the second month of the fiscal year shall be considered lapsed members, until such time full payment of annual dues is rendered to the Treasurer.
  2. Payment of annual dues shall be interpreted as consent to abide by the Articles of the Constitution and Bylaws of the Society in Application of Paragraph 1.b of Article IV of the Constitution.

Section 5   Prorata Dues for New Members

  1. For new Regular members joining the Society after the end of the first month of the current fiscal year, dues shall be prorata reduced by $2.00 per full month elapsed since the start of the current fiscal year.
  2. For new Household, Junior, and Senior members joining the Society after the end of the first month of the current fiscal year, dues shall be prorata reduced by $1.00 per full month elapsed since the start of the current fiscal year.
  3. New members joining the Society in the last three months of the current fiscal year may pay prorata current year dues plus the upcoming annual dues.

Section 6   Optional Subscriptions and Purchases

  1. Members of the Society may, at their option, subscribe to any astronomy and space science related magazines, at the group subscription rates currently in effect, as may be available through the Society.
  2. Members of the Society may also, at their option, purchase astronomy and space science related books, calendars, posters, and other such merchandise, at the group purchase price currently in effect, as may be available through the Society.
  3. Members choosing to exercise such options shall pay the applicable magazine subscription rate(s) and/or merchandise purchase price(s) and any applicable sales tax, shipping, handling, and/or other fees, in addition to annual dues.

Section 7   Forfeiture of Overpayments

  1. Member monies rendered to the Treasurer in excess of annual dues plus any applicable magazine subscription rate(s), merchandise purchase price(s), sales tax, and fees shall be credited to the member for a period no less than six calendar months from the date on which the monies were rendered, unless the Society be dissolved in the interim.
  2. Following the elapsement of this six calendar month period, or at the time the Society is dissolved, whichever occurs first, the Treasurer shall give notice to the member that the credited amounts are subject to forfeiture.
  3. Failure of the member to request refund of the credited amounts within 30 calendar days following notification shall be interpreted as intent to forfeit the credited amounts.
  4. Credited amounts thus forfeited shall be considered to be unencumbered charitable donations to the Society.

Section 8   Benefits of Membership

  1. Each member of the Society, except Honorary members, shall have one vote in the General Assembly and shall be eligible to hold elected and appointed office.
  2. Each member of the Society, except Household members, shall receive a copy of the Society's monthly newsletter.
  3. Each member of the Society shall be entitled to the use of facilities and equipment owned or operated by the Society, subject to availability, and provided the member has been certified as a qualified operator of said facilities and equipment.
  4. Each member of the Society shall be entitled to host guests at any Society sponsored event, or at private events involving Society owned or operated facilities or equipment, provided that the Society member assumes full responsibility for the conduct of the hosted guests at the event.
  5. Each new member of the Society shall receive a copy of the Constitution and Bylaws of the Society, upon first joining the Society. Each member of the Society shall receive a copy of the Constitution and Bylaws of the Society, upon making reasonable request to the Secretary.

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Article VI   Elected Officer Elections and Vacancies

Section 1   Normal Election Procedures

  1. Elected officers shall be elected at the regular meeting of the General Assembly held in the eighth month of the current fiscal year and shall occupy office for one year, commencing the first day of the second month following the month in which elections are held.
  2. Elections shall proceed as follows:
    1. Certification by the Parliamentarian that elections can be held, on the basis that:
      1. A quorum of the General Assembly is present, and
      2. Either the President or Vice-President is present.
    2. Report from the Nominating Committee of all candidates for all elected offices and dissolution of the Nominating Committee.
    3. Election of President.
    4. Election of Vice-President.
    5. Election of Secretary.
    6. Election of Treasurer.
    7. Election of Member and Public Relations Committee Chair.
    8. Election of Equipment Committee Chair.
    9. Election of Events Committee Chair.
    10. Election of Members-At-Large
    11. Election of Junior Member-At-Large
  3. Election to each office shall proceed as follows:
    1. Striking of candidates disqualified by virtue of having been elected to another office earlier in the proceedings.
    2. Nominations from the floor of additional willing and qualified candidates until motion passes to close such nominations.
    3. In a contested race, opportunity for each candidate to briefly address the General Assembly.
    4. In a contested race, voting by count of raised hands and absentee ballots for candidates in the order nominated.
    5. Announcing the results of the vote.
  4. The Parliamentarian shall monitor the voting to ensure that no voting member enters more than one vote for any one office, bearing in mind that each voting member may enter a number of votes during the concurrent election to the Member-At-Large offices equal to the number of Members-At-Large mandated by Article V, Section 1, Subsection 1 of the Constitution.
  5. Election to office in uncontested races shall not require a vote.
  6. Election to office in a contested race shall be determined on the basis of having received the greatest number of votes, except in the case of the Member-At-Large offices, to which election shall be determined on the basis of having received one of the greatest numbers of votes.
  7. The General Assembly may optionally approve to conduct any election vote by paper ballot in lieu of the counting of raised hands.
  8.  
    1. Absentee ballots for election of officers shall be attached to the newsletter sent in the seventh month of the current fiscal year, and shall contain a list of offices being voted for, a list of nominees for each office, and spaces for the name and signature of the voting member and the date of signature. The ballot must be delivered to the Secretary or the presiding officer before the meeting at which the election is being held is called to order. The ballot shall remain valid even if the election is postponed to another meeting.
    2. Immediately prior to the start of voting, the Secretary shall announce the names of persons submitting absentee ballots, without disclosing their votes. Any person who has submitted an absentee ballot if present at the meeting may reclaim the ballot and vote in person.

Section 2   Election Contingencies

  1. In the event elections cannot be held at the meeting specified in Section 1, the elected officers shall be elected at the first regular meeting of the General Assembly thereafter at which elections can be held.
  2. In the event elections cannot be held before the start of the new fiscal year, the current elected officers shall remain in office until elections can be held.
  3. In the event of an apparently irresolvable tie vote, the election to the affected office may be postponed to the next regular meeting of the General Assembly at which elections can be held.
  4. In the event that there are no willing and qualified candidates for an office, the election to the affected office may be postponed to the next regular meeting of the General Assembly at which elections can be held.

Section 3   Filling of Vacancies in Elected Office

  1. A vacancy in elected office occurring between elections shall be filled by special election, following the procedures outlined in this Article, except as specified elsewhere in this Section.
  2. A vacancy in elected office shall be announced at the first regular meeting of the General Assembly held following the occurrence of the vacancy and in the first Society newsletter published following the occurrence of the vacancy.
  3. The special election to fill the vacancy shall be held at the first regular meeting of the General Assembly following the announcement of the vacancy in the Society newsletter.
  4. The formation of a Nominating Committee shall not be required to conduct a special election.
  5. Duties of the office shall meanwhile reside with the President, the President's interim appointee, or otherwise at the discretion of the Executive Committee.

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Article VII   Duties of Elected Officers

Section 1   President

  1. The President shall coordinate the activities of the Executive Committee and the Society as a whole.
  2. Meetings
    1. The President shall preside at all meetings of the Executive Committee and General Assembly.
    2. The President shall call special meetings as required, and shall ensure that adequate notice of such meetings is given.
  3. Appointments
    1. The President shall appoint the appointed officers of the Society, subject to approval by the General Assembly.
    2. The President shall appoint members of all committees, in consultation with the appropriate committee chairs.
    3. The President shall appoint any committees and appointed officers not otherwise provided for, in consultation with the Executive Committee.
    4. The President shall appoint any Advisors, in consultation with the Executive Committee.
    5. The President shall temporarily fill or make interim appointment to fill vacancies in elected office.
    6. The President shall obtain consent from the Society member to be appointed before making the appointment.
  4. The President shall be an ex-officio member of all committees, except the Nominating Committee.
  5. Negotiations
    1. The President shall, when necessary or desired, conduct negotiations with individuals and organizations external to the Society, for the purpose of reaching agreements regarding possible joint affairs that support and promote the purposes of the Society within the scope of the Society.
    2. The President shall, when necessary and appropriate, negotiate all contracts and other binding agreements to the greatest benefit of the Society and its purposes.
  6. Signatory Duties
    1. The President shall be the primary signatory for all authorized legal and other non-financial transactions of the Society, except those related to interactions with governmental bodies, for which the Secretary is the Registered Agent or authorized agent.
    2. The President shall be the secondary signatory for all transactions related to interactions with governmental bodies, for which the Secretary is the Registered Agent or authorized agent.
    3. The President shall be the secondary signatory for all authorized financial transactions of the Society.
  7. The President shall perform all duties not otherwise assigned to other officers of the Society.
  8. The President may delegate negotiatory duty, subject to approval by the General Assembly, and may delegate any other duty, except that of signatory.

Section 2   Vice-President

  1. The Vice-President shall preside at meetings, in the absence of or at the pleasure of the President, and shall otherwise assist the President as requested.
  2. The Vice-President shall be a member of the Equipment and Events Committees and shall perform significant service on those committees, including but not limited to arranging suitable programs to be presented at the regular meetings of the General Assembly. These programs shall have balance and variety and shall be compatible with the amateur astronomy and space science interests of Society members.
  3. The Vice-President shall submit a description of the program for each regular meeting of the General Assembly, and for each special meeting of the General Assembly when appropriate, to the Member and Public Relations Committee Chair and to the Newsletter Editor for publication in the Society newsletter prior to the meeting.
  4. The Vice-President shall, in consultation with the Executive Committee, arrange for the use of meeting room facilities for all regular and special meetings of the Executive Committee and General Assembly.
  5. The Vice-President may temporarily delegate any of these duties, when necessary due to unavoidable absence.

Section 3   Secretary

  1. The Secretary shall make and maintain the complete and accurate record of all business and affairs conducted by the Executive Committee and General Assembly.
  2. The Secretary shall convey all such records in a timely manner to the Secretary's successor.
  3. Meeting Minutes and Agendas
    1. The Secretary shall keep the minutes of regular and special meetings
    2. The Secretary shall submit a copy of minutes to the Member and Public Relations Committee Chair and to the Newsletter Editor for publication in the Society newsletter immediately following each meeting.
    3. The Secretary shall preserve a permanent typewritten record of all minutes to satisfy the Texas Secretary of State requirements.
    4. The Secretary shall, in consultation with the President and other officers, produce and distribute meeting agendas as specified in Article III, Section 3.
  4. Transactions with Governmental Bodies
    1. The Secretary shall be the Registered Agent or authorized agent with respect to all interactions with the City of Austin, the State of Texas, the Internal Revenue Service, and other governmental bodies.
    2. The Secretary shall maintain a complete record of all such interactions and shall in a timely manner make these records available for inspection by any Society member, upon reasonable request.
  5. Constitution and Bylaws
    1. The Secretary shall maintain the official current copy of the Constitution and Bylaws of the Society.
    2. The Secretary shall in a timely manner render a copy of the Constitution and Bylaws to:
      1. All new members of the Society;
      2. Any Society member, upon reasonable request; and
      3. All voting members of the Executive Committee, the Parliamentarian, and the Historian, upon the adoption of any amendment.
    3. The Secretary shall make available for inspection a copy of the Constitution and Bylaws in a timely manner to prospective members of the Society, upon reasonable request.
  6. Authorization Form
    1. The Secretary shall in a timely manner render copies of the Authorization Form contained in Attachment 1 to these Bylaws to prospective Junior members or to their parents or legal guardians, upon reasonable request.
    2. The Secretary shall maintain a file of current signed Authorization Forms for all Junior members and shall arrange to have copies available for reference at all Society sponsored events.
  7. Signatory Duties
    1. The Secretary shall be the primary signatory for all transactions related to interactions with governmental bodies, for which the Secretary is the Registered Agent or authorized agent.
    2. The Secretary shall be the secondary signatory for all authorized legal and other non-financial transactions of the Society.
    3. The Secretary shall be the tertiary signatory for all authorized financial transactions of the Society.
  8. The Secretary may temporarily delegate any duty, except that of signatory, when necessary due to unavoidable absence.
  9.  
    1. The Secretary shall be the recipient of absentee ballots, shall maintain a list of absentee voters and shall present both the ballots and the list to the presiding officer immediately prior to the election.
    2. Following the election, the Secretary shall dispose of the ballots.

Section 4   Treasurer

  1. The Treasurer shall oversee all financial transactions of the Society and shall make and maintain the complete and accurate financial records of the Society, including checking accounts, savings accounts, certificates of deposit, payables, receivables, and balances.
  2. The Treasurer shall convey all such records in a timely manner to the Treasurer's successor.
  3. The Treasurer shall in a timely manner make all financial records available for inspection by any Society member, upon reasonable request.
  4. Financial Administration
    1. The Treasurer shall ensure that all financial transactions and records are in accordance with generally accepted accounting principles and federal, state, and local laws.
    2. At the start of each fiscal year, and whenever necessary, the Treasurer shall review and update as necessary all signature authorizations registered with financial institutions, so as to reflect only the current signatories for financial transactions.
    3. The Treasurer shall regularly review the distribution of cash assets of the Society and shall make recommendations concerning the management of such assets to the greatest benefit of the Society.
  5. Financial Summaries and Statements
    1. The Treasurer shall submit a monthly summary report of financial activity to the Member and Public Relations Committee Chair and to the Newsletter Editor for publication in the Society newsletter.
    2. The Treasurer shall produce any financial summaries or statements as requested and required by the President or the Secretary to conduct authorized transactions by the Society, or as reasonably requested by the Executive Committee, and shall in timely manner deliver these summaries or statements to the requestor.
  6. Roster
    1. The Treasurer shall maintain the roster of Society members and corresponding categories of membership, with dues payment not in arrears.
    2. The Treasurer shall regularly render copies of the roster, or a report of no change in roster, as follows:
      1. On a monthly basis to Executive Committee members;
      2. On a quarterly basis to Society members; and
      3. On an annual basis to the Member and Public Relations Committee Chair for the purpose of culling lapsed members from the newsletter mailing list after the annual General Assembly quorum determination.
    3. The Treasurer shall in a timely manner render a copy of the roster to any Society member, upon reasonable request.
  7. Within one week following the adjournment of the regular meeting of the General Assembly held in the second month of the current fiscal year, the Treasurer shall furnish to the President and Parliamentarian the determination of a quorum of the General Assembly for the coming calendar year.
  8. The Treasurer shall make and maintain complete and accurate records concerning astronomical magazine subscriptions and renewals, purchase of astronomical books and calendars, and purchase of other such materials related to amateur astronomy or space sciences made by Society members through the Society under the terms of astronomy club or similar bulk discount programs offered by publishers and manufacturers. The Treasurer shall in a timely manner process all such subscriptions, renewals, and purchases.
  9. Signatory Duties
    1. The Treasurer shall be the primary signatory for all authorized financial transactions of the Society.
    2. The Treasurer shall be the tertiary signatory for all authorized legal and other non-financial transactions of the Society.
    3. The Treasurer shall be the tertiary signatory for all transactions related to interactions with governmental bodies, for which the Secretary is the Registered Agent or authorized agent.
  10. The Treasurer may temporarily delegate any duty, except that of signatory, when necessary due to unavoidable absence.

Section 5   Member and Public Relations Committee Chair

  1. Except as otherwise specified, the Member and Public Relations Committee Chair, henceforth referred to as "M&PR Chair" shall oversee all official Society communications of any form to Society members and to individuals and organizations external to the Society, including but not limited to organizations with which the Society has formally affiliated, media organizations, and the general public.
  2. The M&PR Chair shall ensure that all such communications are clear, timely, accurate, and consistent, and that they support and promote the purposes of the Society within the scope of the Society.
  3. The M&PR Chair shall further oversee receipt of and response to all communications received by the Society, except as otherwise specified.
  4. Newsletter
    1. The M&PR Chair shall oversee the editing, publishing, and distribution to all Society members, except Household members, the monthly newsletter of the Society, prior to each regular meeting of the General Assembly.
    2. Prior to distribution of the newsletter issue immediately following the annual General Assembly quorum determination, the M&PR Chair shall oversee the culling of lapsed members from the newsletter mailing list.
    3. The M&PR Chair shall oversee the preparation and inclusion in the newsletter of absentee ballots.
  5. The M&PR Chair shall oversee maintenance of the Post Office Box of the Society, ensuring that received mail is regularly collected and appropriately distributed in a timely manner.
  6. The M&PR Chair shall, at the direction of the Executive Committee, oversee communications by other means, internal and external to the Society, such as press releases, event publicity flyers, voicemail messaging, electronic mail list, and web site.
  7. The M&PR Chair may select and recruit Society members to perform specific communications duties, subject to approval by the Executive Committee, and may petition the President for formal appointment of those Society members to the Member and Public Relations Committee.
  8. With the exceptions of oversight functions and the specific communication duties assigned to certain appointed officers of the Society, the M&PR Chair may delegate any communications duty to any member of the Member and Public Relations Committee.

Section 6   Equipment Committee Chair

  1. The Equipment Committee Chair shall, as appropriate and as may be directed by the Executive Committee, oversee the procurement, construction, siting, storage, distribution, usage, and/or maintenance of all facilities and equipment owned or operated by the Society.
  2. Equipment Inventory
    The Equipment Committee Chair shall
    1. oversee the inventory of all real property assets of the Society on an annual basis near the end of each fiscal year;
    2. render typewritten copies of the inventory to the Secretary and Treasurer no later than the ending date of the current fiscal year; and
    3. in a timely manner render a copy of the inventory to any Society member, upon reasonable request.
  3. Certification of Qualified Operators
    The Equipment Committee Chair shall
    1. ensure that all facilities and equipment owned or operated by the Society are operated only under the supervision of a qualified operator;
    2. oversee the certification of qualified operators of facilities and equipment owned or operated by the Society;
    3. oversee the development and revision of certification criteria and procedures, when necessary, subject to Executive Committee approval of such criteria and procedures;
    4. maintain a complete, accurate, and current list of qualified operators, indexed by facility and equipment designations;
    5. in a timely manner provide or arrange for necessary training to prospective qualified operators, upon reasonable request; and
    6. in a timely manner render a typewritten copy of certification criteria and procedures, to any Society member, upon reasonable request.
  4. Facilities and Equipment Usage Rules
    The Equipment Committee Chair shall
    1. oversee the development and revision of facilities and equipment usage rules, when necessary, subject to Executive Committee approval of such rules;
    2. ensure that all qualified operators possess a current typewritten copy of such usage rules for the facilities and equipment for which they are certified as qualified operators; and
    3. in a timely manner render a typewritten copy of facilities and equipment usage rules to any Society member, upon reasonable request.
  5. The Equipment Committee Chair may select and recruit Society members to perform specific equipment duties, subject to approval by the Executive Committee, and may petition the President for formal appointment of those Society members to the Equipment Committee.
  6. With the exceptions of oversight functions and the specific equipment duties assigned to the Vice-President, the Equipment Committee Chair may delegate any equipment duty to any member of the Equipment Committee.

Section 7   Members-At-Large

  1. The Members-At-Large shall represent the views and wishes of the General Assembly to the Executive Committee.
  2. The Members-At-Large shall work in conjunction with the other officers to administer the assets, business, and affairs of the Society.
  3. The Members-At-Large shall be members of the Equipment and Events Committees and shall perform significant service on those committees.
  4. The Junior Member-At-Large shall perform service on the Equipment and Events Committees appropriate to the age and maturity of the Junior member and to the furtherance of the astronomical skills and knowledge of the Junior member.

Section 8   Events Committee Chair

  1. The Events Committee Chair shall oversee the planning, scheduling, and coordination of all Society sponsored events, so that the available resources of the Society are effectively utilized in supporting and promoting the purposes of the Society within the scope of the Society.
  2. Events Scheduling
    1. At the start of each fiscal year, the Events Committee Chair shall oversee production of a schedule of all recurring Society sponsored events, as specified elsewhere in these Bylaws, anticipated during the ensuing sixteen (16) months.
    2. For planning, review, and approval purposes, the Events Committee Chair shall submit this schedule, and subsequent revisions to this schedule by event changes or addition of nonrecurring events, to the Executive Committee and the General Assembly.
    3. The Events Committee Chair shall bear in mind that General Assembly approval of any nonrecurring event shall be required before commitments can be made regarding the event to individuals or organizations external to the Society.
    4. The Events Committee Chair shall ensure that the M&PR Chair receives in timely manner all information necessary for accurate and effective publicity of all Society sponsored events.
  3. The Events Committee Chair may select and recruit Society members to perform specific events duties, subject to approval by the Executive Committee, and may petition the President for formal appointment of those Society members to the Events Committee.
  4. With the exceptions of oversight functions and the specific events duties assigned to the Vice-President, the Events Committee Chair may delegate any events duty to any member of the Events Committee.

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Article VIII   Appointed Officer Appointments and Vacancies

Section 1   Appointment of Standing Positions and Committees

  1. At the start of each fiscal year, the President shall appoint:
    1. Parliamentarian,
    2. Historian,
    3. Newsletter Editor,
    4. One representative to each external organization with which the Society has formally affiliated,
    5. Three or more members to the Member and Public Relations Committee, and
    6. Three or more members to the Equipment Committee.
    7. Three or more members to the Events Committee.
  2. The President shall obtain the consent of the Society member to be appointed prior to making the appointment.
  3. The appointments of the Newsletter Editor and members of the Member and Public Relations Committee shall be made in consultation with the M&PR Chair.
  4. The appointments of members of the Equipment Committee shall be made in consultation with the Equipment Chair.
  5. The appointments of members of the Events Committee shall be made in consultation with the Events Chair.
  6. The appointments of members to the Member and Public Relations Committee, the Equipment Committee, and the Events Committee shall be in addition to the other officers whose specified duties include service on those committees.
  7. Appointments to the offices named in this Section shall require approval of the General Assembly.

Section 2   Appointment of Nominating Committee

  1. At the regular meeting of the General Assembly held in the fifth month of the current fiscal year, the President shall appoint three or more members to the Nominating Committee.
  2. The President shall obtain the consent of the Society members to be appointed prior to making the appointments.
  3. No appointee to the Nominating Committee shall occupy elected office at any time during the current fiscal year or during the fiscal year following such appointment.
  4. The President shall strive to ensure that the composition of the Nominating Committee is representative of the Society membership as a whole.

Section 3   Appointment of Specially Created Committees

  1. When special circumstances warrant, the President may create special committees and appoint members to those committees, to perform specific duties.
  2. The term of office and duties of a specially created committee shall be as specified by the President at the time of the creation of the committee, provided that the term of office shall not extend beyond the end of the current fiscal year.
  3. The creation of special committees shall be subject to approval by the Executive Committee and General Assembly.

Section 4   Filling of Vacancies in Appointed Office

  1. A vacancy in appointed office shall be filled promptly by appointment by the President or otherwise at the discretion of the Executive Committee, subject to approval by the General Assembly.

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Article IX   Duties of Appointed Officers

Section 1   Parliamentarian

  1. The Parliamentarian shall be familiar with the rules and procedures contained in Robert's Rules of Order, as specified in Article III, Section 4, and shall have available at all meetings a copy of same.
  2. The Parliamentarian shall have available at all meetings a copy of the Constitution and Bylaws of the Society.
  3. The Parliamentarian shall, when requested at any meeting, advise the presiding officer concerning the proper conduct of binding Society business.
  4. The Parliamentarian shall monitor the conduct of binding business at all meetings of the General Assembly and shall have authority to interrupt the proceedings and advise the presiding officer when such conduct is not in accordance with the Constitution and Bylaws of the Society, or when such conduct is not in accordance with Robert's Rules of Order.
  5. The Parliamentarian shall monitor the conduct of binding business at all meetings of the Executive Committee and shall have authority to interrupt the proceedings and advise the presiding officer when such conduct is not in accordance with the Constitution and Bylaws of the Society, or when such conduct is grossly not in accordance with Robert's Rules of Order.
  6. The Parliamentarian shall interpret the Articles of the Constitution and Bylaws of the Society, when necessary or requested, and shall have final authority in making such interpretations.
  7. The Parliamentarian shall review all proposed amendments to the Constitution and Bylaws of the Society to ensure adherence to any applicable law, internal consistency, and usage of clear unambiguous language that will be interpreted as intended by the author of the amendments.
  8. The Parliamentarian may temporarily delegate any of these duties, when necessary due to unavoidable absence, subject to approval by the President.

Section 2   Historian

  1. The Historian shall maintain the archive of documents and other materials that record the activities and evolution of the Society since its inception.
  2. The Historian shall collect and add to the archive such documents and other materials pertinent to the activities and evolution of the Society during the Historian's term of office.
  3. The Historian shall convey the archive in a timely manner to the Historian's successor.
  4. The Historian may temporarily delegate any of these duties, when necessary due to unavoidable absence, subject to approval by the President.

Section 3   Newsletter Editor

  1. The Newsletter Editor shall possess knowledge and skills in writing, layout techniques, and printing requirements, and shall possess or have reliable access to equipment required to produce a professional looking and informative newsletter.
  2. The Newsletter Editor shall be a member of the Member and Public Relations Committee.
  3. The Newsletter Editor shall edit and publish the monthly newsletter of the Society, and shall coordinate with the M&PR Chair and other members of the Member and Public Relations Committee as necessary to ensure distribution of the newsletter to all Society members, except Household members, prior to each regular meeting of the General Assembly.
  4. At the start of each fiscal year, the Newsletter Editor shall produce and make available to all Society members a monthly schedule of deadlines for acceptance of submissions of unsolicited material for publication in the newsletter. Deviations from this schedule shall require approval from the General Assembly, except when exceptionally unusual circumstances prevent the prior obtaining of such approval, in which case the Newsletter Editor shall inform the Executive Committee in a timely manner of the submission deadline schedule change.
  5. The Newsletter Editor may temporarily delegate any of these duties, when necessary due to unavoidable absence, subject to approval by the President and the M&PR Chair.

Section 4   Formal Affiliate Representatives

  1. The Representative to an external organization with which the Society has formally affiliated shall perform all correspondence, meeting attendance, and other duties normally imposed on such Representatives by the affiliated organization.
  2. The Representative shall regularly report to the Executive Committee and General Assembly any business or affairs of the affiliated organization that may affect the Society.
  3. The Representative shall be a member of the Member and Public Relations Committee and shall coordinate with the M&PR Chair and other members of the Member and Public Relations Committee as necessary and as regards to all communications concerning the affiliated organization.
  4. The Representative may be given, may be referred to by, and may use in official communications a title appropriate to the specific duties of the Representative, such as:
    1. Astronomical League Representative, or
    2. International Dark-Sky Association Representative.
    Any such titles shall be conferred by the President, subject to approval by the Executive Committee.
  5. The Representative may temporarily delegate any of these duties, when necessary due to unavoidable absence, subject to approval by the President.

Section 5   Member and Public Relations Committee

  1. The Members of this committee shall assist and coordinate with the M&PR Chair and other members of this committee in carrying out the duties specified in Article VII, Section 5.
  2. The Members of this committee may be given, may be referred to by, and may use in official communications titles appropriate to their specific duties, such as:
    1. Spokesperson,
    2. Surface Mail Administrator,
    3. Voicemail Messaging Administrator,
    4. Electronic Mail Administrator, or
    5. Web Site Administrator.
    Any such titles shall be conferred by the M&PR Chair, subject to approval by the Executive Committee.
  3. Members of this committee may delegate any of their duties, when necessary due to unavoidable absence, subject to approval by the M&PR Chair.

Section 6   Equipment Committee

  1. The Members of this committee shall assist and coordinate with the Equipment Committee Chair and other members of this committee in carrying out the duties specified in Article VII, Section 6.
  2. The Members of this committee may be given, may be referred to by, and may use in official communication titles appropriate to their specific duties. Any such titles shall be conferred by the Equipment Committee Chair, subject to approval by the Executive Committee.
  3. The Members of this committee may delegate any of their duties, when necessary due to unavoidable absence, subject to approval by the Equipment Committee Chair.

Section 7   Events Committee

  1. The Members of this committee shall assist and coordinate with the Events Committee Chair and other members of this committee in carrying out the duties specified in Article VII, Section 8.
  2. The Members of this committee may be given, may be referred to by, and may use in official communication titles appropriate to their specific duties.  Any such titles shall be conferred by the Events Committee Chair, subject to approval by the Executive Committee.
  3. The Members of this committee may delegate any of their duties, when necessary due to unavoidable absence, subject to approval by the Events Committee Chair.

Section  8   Nominating Committee

  1. Members of this committee shall individually and collectively solicit and recruit qualified and willing candidates for each of the elected offices of the Society.
  2. Members of this committee shall strive to ensure that the composition of the pool of candidates is representative of the Society membership as a whole.
  3. Members of this committee shall accept and report, without judgment or identification, self-nominated candidacy for any elected office.
  4. Members of this committee shall submit to the Member and Public Relations Committee Chair and to the Newsletter Editor, for publication in the newsletter to be distributed just prior to the regular meeting of the General Assembly at which elections are normally held, the list of all candidates for elected office current as of the submission deadline for that newsletter.
  5. Members of this committee shall report without judgment at the regular meeting of the General Assembly, at which elections are normally held, all candidates for elected office current as of the time at which that meeting is convened.
  6. The Nominating Committee shall be dissolved upon making such report.

Section 9   Other Appointed Officers

  1. Appointed officers, committee chairs, and committee members not otherwise accounted for shall perform the duties assigned to them by the President, and for the term of office specified by the President, at the time of their appointment, subject to approval by the Executive Committee and General Assembly.

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Article X   Advisors

Section 1   Appointment of Advisors

  1. The Society may concurrently have arrangements with up to three Advisors.
  2. Advisors shall be appointed by the President and shall serve at the pleasure of the President, in consultation with the Executive Committee.

Section 2   Functions of Advisors

  1. The function of Advisors shall be to assist the Society whenever certain types of matters or negotiations arise. These may include but are not limited to:
    1. Transactions of substantial dollar value, such as gifts, contracts, unanticipated expenditures, or distribution of Society property,
    2. Arrangements or agreements with corporations, utilities, or any city, county, state, or other governmental body that affect the interests of the Society.

Section 3   Advisor Requirements

  1. Advisors shall be Attorneys-at-Law licensed to practice in the State of Texas, professional engineers registered in the State of Texas, professional surveyors registered in the State of Texas, professional astronomers, individuals with proven managerial experience, or other experts with proven experience relevant to the matter at hand.
  2. Advisors shall have an interest in the Society, shall support and promote the purposes of the Society, and shall be willing to serve in the types of matters or negotiations described in Section 2.

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Article XI   Authorization of Transactions

Section 1   Contracts and Other Binding Agreements

  1. All contracts and other binding agreements that involve Society assets in excess of $500 value or commitment of Society resources for a period longer than three months, shall require for approval motion carried by two-thirds majority vote of the General Assembly.
  2. All purchase contracts for goods or services to be rendered to the Society, which have a value in excess of $500 per calendar year, shall be awarded contingent upon Executive Committee review of bids from at least three potential contractors and motion for approval of recommended contractor selection carried by two-thirds majority vote of the General Assembly.
  3. All other contracts and binding agreements shall require for approval motion carried by simple majority vote of the General Assembly.

Section 2   Recurring Expenditures

  1. The expenses listed in this Section shall be considered to be recurring expenditures, for which the Treasurer shall be authorized to render monies, without obtaining prior approval of the General Assembly.
    1. Fees associated with the maintenance of Society savings accounts, checking accounts, and certificates of deposit;
    2. Dues and fees payable to an external organization with which the Society has formally affiliated;
    3. Payments to publishers or their agents for astronomical magazine subscriptions ordered by Society members through the Society;
    4. Newsletter printing and distribution;
    5. Post office box rental;
    6. Voicemail service fees;
    7. Electronic mail address and list service fees;
    8. Payments of sales tax to Texas Secretary of State;
    9. Rental of storage space for Society owned equipment not exceeding $100 per month; and
    10. Rental of special equipment for recurring Society sponsored events, when such equipment is required by site regulations or deficiencies.

Section 3   Nonrecurring Expenditures

  1. Unless specifically prohibited from doing so by the General Assembly, the Treasurer shall be authorized to render monies for nonrecurring expenditures without prior approval of the General Assembly, provided the expenditures are approved by the Executive Committee and do not exceed $100 between any two regular meetings of the General Assembly.

Section 4   Donations

  1. The Society may accept prizes or gifts less than $10,000 in value provided such donations serve the goals and objectives of the Society and provided they are in concurrence with Society guidelines and principles. Such gifts may receive recognition on the Society website, newsletter and/or other Society outlet as agreed upon by the donor and the Society. Acceptance of contributions in excess of $10,000 or the acceptance of real property require the approval of a majority of the general assembly.

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Article XII   Authorization of Recurring Events

  1. The events listed below shall be recurring Society sponsored events, regarding which the Events Chair and Executive Committee may make binding commitments to external organizations and individuals, without obtaining prior approval of the General Assembly.
    1. Monthly regular meetings of the General Assembly
    2. Monthly star parties of the Society
    3. Central Texas Star Party (spring)
    4. Star Appreciation Night at LBJ Ranch (spring)
    5. Safari at Austin Nature Center (spring)
    6. Family Night Under the Stars at Dripping Springs (summer)
    7. Central Texas Star Party (fall)
    8. Star Appreciation Night at LBJ Ranch (fall)
  2. Scheduling of and binding commitments made regarding events not listed above shall require prior approval of the General Assembly.
  3. The Society may allow sponsors to give goods or services up to $500 in value for Society events provided such sponsorships are consistent with Society guidelines and objectives to benefit Society events such as but not limited to Cen-Tex Astronomy Weekend, Austin Under the Stars, and Central Texas Star Party. Such sponsorships may receive recognition on the Society website, newsletter and/or other Society outlet as agreed upon by the sponsor in concurrence with the Events Committee Chair and Member and Public Relations Committee Chair. Sponsorships over $500 in value are also allowed under the same guidelines with approval by a majority vote of Executive Committee members.

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Article XIII   Authorization of Formal Affiliations

  1. The external organizations listed below shall be those with which the Society has formally affiliated.
    1. Astronomical League
    2. International Dark-Sky Association
  2. Formal affiliation with organizations not listed above shall require prior approval of the General Assembly.

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Article XIV   Elected Officer Code of Conduct

  1. All elected officers of the Society shall:
    1. Adhere to the Member Code of Conduct in Article XVI;
    2. Uphold the highest ethical standards;
    3. Conduct themselves in a manner that reflects well on the Society;
    4. Prudently manage the assets, business, and affairs of the Society in accordance with the Constitution and Bylaws of the Society and with all applicable law, and to the greatest overall benefit to the Society;
    5. Diligently perform their assigned duties;
    6. Attend and participate in all Executive Committee and General Assembly meetings, and in a timely manner make any arrangements necessary to nullify the negative impact of occasional unavoidable absence; and
    7. Cooperate with the other officers to ensure smooth and effective functioning of the Executive Committee and of the Society as a whole.

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Article XV   Appointed Officer Code of Conduct

  1. All appointed officers of the Society shall:
    1. Adhere to the Member Code of Conduct in Article XVI;
    2. Uphold the highest ethical standards;
    3. Conduct themselves in a manner that reflects well on the Society;
    4. Prudently manage the assets, business, and affairs of the Society in accordance with the Constitution and Bylaws of the Society and with all applicable law, and to the greatest overall benefit to the Society;
    5. Diligently perform their assigned duties;
    6. Attend and participate in all meetings at which the business is relevant to the officer's duties, and in a timely manner make any arrangements necessary to nullify the negative impact of occasional unavoidable absence; and
    7. Cooperate with the other officers to ensure smooth and effective functioning of the Executive Committee and of the Society as a whole.

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Article XVI   Member Code of Conduct

Section 1   Conduct at Society Sponsored Events

  1. While participating in Society sponsored events, all members of the Society shall conduct themselves in a manner that:
    1. Reflects well on the Society;
    2. Supports and promotes the purposes of the Society within the scope of the Society, as specified in Article II of the Constitution;
    3. Demonstrates regard for the member's safety and the safety and security of others and their property; and
    4. Demonstrates regard for the safety, security, and proper usage of equipment and facilities owned or operated by the Society.

Section 2   External Communications Conduct

  1. The term "external communications" shall be interpreted as any form of communication between a Society member and an individual or organization external to the Society, in which a subject of the communication is Society assets, business, affairs, or purposes.
  2. Reference to membership in the Society by an individual shall be interpreted as broaching Society assets, business, affairs, or purposes as a subject of communication.
  3. In external communications, no Society member shall state or imply that the member is communicating on behalf of the Society, or as a representative of the Society, without prior approval from the Executive Committee.
  4. In external communications, all Society members shall explicitly state that their communications represent only their own personal views, unless prior approval to communicate on behalf of the Society, or as a representative of the Society, is granted by the Executive Committee.
  5. This Section shall not be construed to prohibit external communications by an officer of the Society, when such communication is within the scope of that officer's duties, as specified elsewhere in these Bylaws.
  6. This Section shall not be construed to abridge the freedom of speech rights of any individual Society member to communicate a personal opinion in the individual's own name.

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Article XVII   Expulsion Procedures

Section 1   General Provisions

  1. A member of the Society may be expelled only for gross or repeated violation of the Member Code of Conduct specified in Article XVI.
  2. Any Society member subject to expulsion proceedings:
    1. Shall have the right to be informed in writing of the initiation of expulsion proceedings;
    2. Shall have the right to be represented by legal or other counsel;
    3. Shall have the right to make written and oral representations to the Executive Committee and General Assembly; and
    4. Shall be granted at least 21 calendar days to prepare such representations.
  3. Due to the seriousness of expulsion proceedings:
    1. The Secretary (or Recorder) shall make especially diligent efforts to record completely and accurately all aspects of the proceedings.
    2. The presiding officer and Parliamentarian (or Monitor) shall make especially diligent efforts to ensure that the proceedings are conducted in a dignified manner and in accordance with the provisions of the Constitution and Bylaws of the Society.
    3. In the event that a provision is subject to multiple interpretations, the Parliamentarian (or Monitor) shall be directed to interpret the provision in the way that is most favorable to the Society member subject to the expulsion proceedings.
  4. The Society may, when necessary, publicly reveal the fact of expulsion of a former member of the Society.
  5. The Society shall never publicly reveal any information beyond the fact of expulsion, unless compelled to do so by law, and in that event, only on the advice of an attorney licensed to practice law in the State of Texas.

Section 2   Motions Required for Expulsion

  1. Expulsion shall require passage of two separate motions by the General Assembly in two regular meetings, with elapsement of at least 21 calendar days between the two regular meetings.
  2. The first motion in the first regular meeting shall be that to consider expulsion. The second motion in the second regular meeting shall be that to expel.
  3. Passage of the first motion to consider expulsion shall require two-thirds majority vote of the General Assembly.
  4. The first motion to consider expulsion shall clearly and explicitly state the Member Code of Conduct violation(s) which the Society member is alleged to have committed, with date, time, place, witnesses, and other relevant information specified.
  5. Passage of the second motion to expel shall require three-fourths majority vote of the General Assembly.

Section 3   Initiation of Expulsion Proceedings

  1. Within three calendar days following passage of the first motion to consider expulsion, the Executive Committee shall send written notification of the action to the affected Society member by registered first-class U.S. Mail or by courier service with equivalent document tracking.
  2. This notification shall include:
    1. The text of the first motion to consider expulsion,
    2. The complete and accurate record of the discussion of that motion,
    3. A record of the yeas and nays vote on that motion,
    4. A copy of the Member Code of Conduct,
    5. A copy of the procedures in this Article,
    6. A copy of Article VII, Section 3 of the Constitution,
    7. The date, time, and place of the regular meeting of the General Assembly at which the second motion to expel will be made.

Section 4   Representations and Discussion

  1. When the second motion to expel is made, the Society member named in the motion (and/or representatives of that member) shall immediately gain the floor to address the General Assembly for a period not to exceed one hour in total.
  2. Additional time for oral representations may be granted by the General Assembly to the Society member named in the motion.
  3. Following any such oral representations made by the Society member named in the motion and that member's representatives, the floor shall retain to the presiding officer who shall:
    1. Enter into the record any written representations made by the Society member named in the motion; then
    2. Open the floor for normal discussion and consideration of the motion.

Section 5   Termination of Expulsion Proceedings

  1. Within three calendar days following passage of the motion to expel, the Executive Committee shall send written notification of the action to the expelled member by registered first-class U.S. Mail or by courier service with equivalent document tracking.
  2. This notification shall include
    1. The text of the second motion to expel,
    2. A transcript of written and oral representations made by the member and the member's representatives,
    3. The complete and accurate record of the discussion of that motion,
    4. A record of the yeas and nays vote on that motion, and
    5. A refund of prorata dues.
  3. Receipt of record showing delivery of this notification shall terminate the expulsion proceedings.

 

_______________________________________

 

________________________

Anne Marie Adkins, President

Date

 

_______________________________________

 

________________________

David Sands, Vice President

Date

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Amendment History
Amended     February 12, 1999  
Amended     December 12, 2003     Add members-at-large commensurate with growth in Society membership
Amended December 12, 2003 Split the Equipment and Events Committee and Chair into Equipment Committee and Chair and Events Committee and Chair
Amended December 12, 2003 Provide for absentee balloting for election of officers and amendment of the Constitution
Amended January 14, 2005 Allow sponsorships for Society events
Amended January 14, 2005 Provide guidelines for acceptance by the Society of donations
Amended April 14, 2006 Provide for officers' terms to begin the second month following elections
 
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The AAS Bylaws were last updated on April 14, 2006.
This page was last updated on July 6, 2006.
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