Club By Laws
Gainesville, Alachua County, Florida
Founded September 1987
Incorporated 15 January 1999
Article I: Name
We constitute ourselves as the Alachua Astronomy Club, Inc.
Article II: Mission Statement
Section 1. To secure the fellowship, pleasures, and benefits of an association with persons interested in astronomy.
Section 2. To provide opportunities for the community to learn about and become interested in astronomy, such as, but not limited to, astronomy lectures, demonstrations, and observing events.
Section 3. To make amateur astronomy more accessible and visible to the general public, through public and media outreach.
Section 4. To provide opportunities for the membership to learn, improve and practice skills related to amateur astronomy, such as, but not limited to, observing, amateur scientific research, and the selection, construction, and use of astronomical equipment.
Article III: Members
Section 1. Membership Eligibility. Anyone with an interest in astronomy shall be eligible for membership.
Section 2. Admission Procedure. Upon submission of a completed Membership Form and receipt of dues in the amount appropriate for the membership class selected the individual named on the form becomes a member. Should the Membership Form include associate members those individuals become associate members.
Section 3. Membership Classes and Dues. The Board of Directors shall establish membership classes and the dues for each class. As appropriate, the Board of Directors shall determine rights, privileges and age requirements.
Section 4. Membership in Arrears. Those members whose dues are not paid by 1 April shall be dropped from membership.
Section 5. Resignation. A member desiring to resign his membership shall submit his resignation in writing to the Secretary at which time it takes effect.
Article IV: Officers
Section 1. Officers and Duties. The officers of the Alachua Astronomy Club, Inc. shall be a President, a Vice President, a Secretary, a Treasurer, and a number of Directors as determined by the Board of Directors. These officers shall perform the duties prescribed in these bylaws and by the parliamentary authority adopted by the Alachua Astronomy Club, Inc. Whenever necessary, the President shall appoint committees. Committee chairpersons shall recruit committee members to assist them in conducting club activities. All committee chairpersons are responsible to the President.
Section 2. Nomination Procedure and Eligibility. At the September meeting of the Board of Directors the President shall appoint a Nominating Committee consisting of two members of the Board of Directors and one member of the general membership. It shall be the duty of this committee to nominate candidates for the elected offices to be filled at the Annual Meeting. The Nominating Committee shall report at the regular meeting of the Board of Directors in November. Before the election at the Annual Meeting nominations from the floor shall be permitted. Only members of the Alachua Astronomy Club, Inc. are eligible for nomination or to hold office. At this time, the Board of Directors shall determine the number of Directorships to be filled.
Section 3. Mode of Election. Term of Office. At the Annual Meeting the officers shall be elected by a show of hands to serve for a term of one year beginning at 12:01 AM 1 January of the following year.
Section 4. Office-Holding Limitations. No member shall hold more than one elected office at a time. No member is eligible to serve more than four consecutive terms in the same office.
Section 5. Mid-Term Vacancies. The Vice President shall fill a vacancy in the Presidency. A vacancy among the other officers shall be filled by nomination and election at the next regular meeting. Those elected to fill a vacancy take office immediately and serve for the balance of that term.
Section 6. Resignation. A member desiring to resign his office shall submit his resignation in writing to the Secretary at which time it takes effect.
Article V: Meetings
Section 1. Regular Meetings. The regular meetings of the Alachua Astronomy Club, Inc. shall be held on the second Tuesday of each month, except December, at an hour and location determined by the Board of Directors.
Section 2. Annual Meetings. The regular meeting in November shall be known as the Annual Meeting and shall be held for the purpose of electing officers, receiving reports of officers and committees and any other business that may arise.
Section 3. Special Meetings. Special meetings may be called by the President or the Board of Directors and shall be called upon written request by ten members.
Section 4. Quorum. A minimum of 15% of the membership including one officer shall constitute the quorum of a general or special meeting of the Alachua Astronomy Club, Inc.
Article VI: The Board of Directors
Section 1. Composition. The officers constitute the Board of Directors.
Section 2. Duties and Powers. The Board of Directors shall conduct and manage the affairs and business of the Alachua Astronomy Club, Inc., fix the hour, date and location of all meetings, make recommendations to the Alachua Astronomy Club, Inc., appoint committees, make standing rules, and perform such duties as are specified in these bylaws. The Board shall be subject to the orders of the Alachua Astronomy Club, Inc. and none of its acts shall conflict with action taken by the Alachua Astronomy Club, Inc. The Board must approve any expenditure in excess of five hundred dollars ($500).
Section 3. Chairman and Secretary. The President shall serve as Chairman for the Board of Directors and the Secretary shall serve as Secretary for the Board of Directors.
Section 4. Meetings. Regular meetings of the Board of Directors shall be on the first Tuesday of the month as deemed necessary by the President. Special meetings of the Board may be called by the President and shall be called upon the written request of three members of the Board.
Section 5. Quorum. A majority of the Board of Directors shall constitute a quorum.
Section 6. Minimum Vote Requirement. For a motion to pass it shall be supported by a majority of the Board of Directors.
Article VII: Parliamentary Authority
The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the Alachua Astronomy Club, Inc. in all cases to which they are applicable and in which they are not inconsistent with the bylaws and any special rules of order that the Alachua Astronomy Club, Inc. or the Board of Directors may adopt.
Article VIII: Amendment of Bylaws
The bylaws may be amended at any regular meeting of the Alachua Astronomy Club, Inc. by a two-thirds vote, provided the amendment has been submitted in writing at the previous regular meeting.
Article IX: Dissolution
Upon the dissolution of this organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or 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.
[End of Bylaws]
1988 Sep 8 adopted
1995 Sep 12 major revision
1995 Nov 14 minor correction
1999 Jan 12 incorporated as AAC, Inc.
2001 Oct 9 major revision
2005 Sep 13 reduced board members
2007 Mar 13 specified the manner in which to fill vacant board positions
2008 Sep 9 major revision
2008 Oct 14 changed term limit from 3 to 4 consecutive years
2011 May 10 major revision