Seattle Astronomical Society Bylaws

Preamble

We, a group of amateur astronomers, being desirous of securing for ourselves the pleasures and benefits of an association of persons commonly interested in amateur astronomy, for the purpose of furthering better cooperation among its members, of developing individual proficiency, and promoting public interest and educating the public in astronomy, do hereby organize and constitute ourselves as the SEATTLE ASTRONOMICAL SOCIETY, INC., a nonprofit, nonsectarian society, and do adopt this constitution as its governing law.

Article I - Name

The name of this nonprofit, nonsectarian corporation shall be the SEATTLE ASTRONOMICAL SOCIETY, INC., referred to hereafter as the Society.

Article II - Membership

Section 1 - Members. Any person interested in astronomy may be admitted to regular membership upon payment of dues. A member may be asked to resign by a two-thirds vote of the executive board for any action not in keeping with the best in- terests of the Society It shall be the responsibility of the Secretary to assure that a complete and current membership and mailing list is maintained in a form that is suitable for mailings and printing of membership listings.

Section 2 - Privileges. Only paid members shall be privileged to vote and hold office.

Article III -Officers and Executive Board

Section 1 - Election of Officers The Officers of the Society shall be elected at the Annual Meeting under rules to be provided in the Bylaws of the Society, and shall serve for a period to be established in the Bylaws of the Society.

Section 2 - Officers. The elected officers of this Society shall be as follows: president, first vice-president, second vice-president, third vice-president, fourth vice- president, secretary, treasurer, outreach coordinator, and equipment manager. Together with the Immediate Past President and three voting trustees to be appointed by the president, and any non-voting trustees to be designated by the president, these officers shall constitute the Executive Board.

Section 3- Executive Board. In order to provide a basic organization for the accomplishment of the objectives proposed by the Society, the government of the Society shall be vested primarily in the Executive Board, who shall be elected and appointed at the times and in the manner provided in the bylaws.

Article IV Meetings

Section 1 - Annual Meeting There shall be an Annual Meeting of the Society, the month of the year to be determined in the Bylaws of the Society and at a time and place to be designated by the Executive Board.

Section 2 - Regular Meetings There shall be Regular Meetings to be conducted in accordance with the Bylaws of the Society.

Article V - Amendments

This Constitution may be amended at any Regular Meeting of the Society. Proposed amendments(s) shall have been printed and distributed to all members at least two months before the meeting where the changes shall be voted on. Changes to the proposed amendment(s) may be made during the meeting where the changes shall be voted on by a simple majority vote of the members present and voting. Amendments may be adopted by a favorable vote of at least two-thirds of members present and voting.

Bylaws of The Seattle Astronomical Society

Article I - Duties of Officers

Section 1 - President. The President shall preside over all meetings of the Society, and perform all traditional duties pertaining to the executive office. Each president, upon retiring from office, becomes a member of the Executive Board as Immediate Past President.

Section 2 - First Vice-President (Activities). The First Vice-President shall preside over all meetings in the absence of the president. The primary responsibility of this office shall be (1) to arrange for a program for each regular monthly meeting and (2) to coordinate and plan other regularly scheduled and special activities of the organization.

Section 3 - Second Vice-President (Education). The Second Vice-President shall preside over all meetings in the absence of the above two officers. The primary responsibility of this office shall be to coordinate, design curricula for, and carry out educational programs in astronomy specifically designed for (1) beginning members and junior members of the Society, (2) elementary and secondary schools, and (3) the general public.

Section 4 - Third Vice-President (Membership). The Third Vice-President shall preside over all meetings in the absence of the above three officers. The primary responsibility of this office shall be to coordinate programs designed to (1) recruit new members, (2) introduce new members to the activities of the Society and facilitate their participation therein, and (3) promote the recognition of members for their activities and service to the society. It shall be the responsibility of the Third Vice-President to assure that a complete and current membership and mailing list is maintained in a form that is suitable for mailings and printing of membership listings.

Section 5 - Fourth Vice-President (Publicity). The Fourth Vice-President shall preside over all meetings in the absence of the above four officers. The primary responsibility of this office shall be to coordinate efforts to publicize activities of the society to (1) the general membership, (2) other local, regional, and national astronomical organizations and publications, and (3) to the local and regional public through information distributed to the press, radio, and television media.

Section 6 - Secretary. The Secretary shall preside over all meetings in the absence of the above five officers. Primary duties of this office shall be to (1) keep brief minutes of all Society meetings, (2) maintain other appropriate correspondence external to the Society, (3) coordinate the preparation of materials for distribution to Society members via monthly meeting notices and other such publications as concern Society members and (4) coordinate the assembly, organization, maintenance, and dissemination of materials relating to the history and activities of this Society.

Section 7 - Treasurer. The Treasurer shall preside over all meetings in the absence of the above six officers. Primary duties of this office shall be to (1) receive and disburse all Society funds upon approval of the president, and (2) maintain permanent records of all such transactions.

Section 8 - Outreach Coordinator. The Outreach coordinator shall preside over all meetings in the absence of the above seven officers. The primary responsibility of this office shall be to (1) coordinate events that promote astronomy in the greater community, including public and private star parties, and (2) to work with the Education coordinator to interface with external organizations for the advancement of astronomy.

Section 9 - Equipment Coordinator The Equipment coordinator shall preside over all meetings in the absence of the above eight officers. The primary responsibility of this office shall be to (1) manage the equipment library for member check out, (2) maintain the equipment in good working order, (3) and make recommendations to the board in regards to updating and adding new equipment to the library. 

Section 10 - Vacancies Vacancies occurring between elections shall be filled by action of the Executive Board. Offices may be declared vacant by the Executive Board

Section 11 - Executive Board. The Executive Board shall have control and management of the property, activities, and finances of the Society. Society property shall be inventoried annually by the trustees and such inventory shall be reported to the full Executive Board for approval and inclusion in the President's annual report.

Section 12 - Appointments. The President shall have the power to appoint any regular or special committees as deemed necessary. The President may delegate additional duties to any elected or appointed officer with the consent of that officer. The President shall promote coordination and encourage cooperation among elected and appointed officers and committees in areas of common responsibility or interest.

Section 13 - Reports. Each officer, elected or appointed, shall submit an annual summary report to the President who shall then summarize said reports in an annual report to the membership. The Treasurer shall report to the membership each month.

Article II - Meetings

Section 1 - Annual Meetings The Annual Meeting of the Society shall be held in November of each year.

Section 2- Regular Meetings. Regular meetings of the Society shall be held once each month at a time and place specified by the President with the verbal consent of the Executive Board.

Section 3 - Notification of Meetings. All Members shall be notified of all regular meetings and activities not less than 48 hours prior to said event.

Section 4 - Special Meetings. Special meetings and activities may be called by the President.

Section 5 - Executive Board Meetings Meetings of the Executive Board shall be called by the President provided at least 48 hours notice is given to all members of the Executive Board. An emergency meeting of the Executive Board may be called by any three elected officers upon 48 hours notice to all members of the Executive Board.

Article III - Elections

Section 1 - Election Meeting. Officers of the Society shall be elected annually during the Annual Meeting. Each officer shall be elected by a majority vote of the members present and voting at the Annual Meeting, and assume his/her duties at the adjournment of the Annual Meeting.

Section 2 - Nominating Committee. A nominating committee appointed by the President shall provide the name of at least one member as candidate for each elective office. These names and brief, relevant information on candidates shall be published in a regular Society publication at least one month in advance of the meeting at which the elections take place. Additional floor nominations will be accepted at the election meeting or the preceding monthly meeting. The consent of all candidates must be secured before voting. No one shall hold more than one elected office at any one time.

Section 3 - Terms of Office. The president, first, second, third, and fourth vice- presidents, secretary and treasurer shall be elected for a term of 1 year. Trustees shall be appointed by the president to serve during his/her term of office., No elected officer shall be allowed to serve more than two consecutive terms in the same office. Exceptions to the limit of two consecutive terms for a specific office may be recommended by the nominating committee, published with the slate of nominees, and approved by the members present and voting at the Annual Meeting.

Section 4 - Resignations. After notifying the Executive Board of his/her intentions, any officer may resign from office regardless of reason. Vacancies created by resignations shall be filled until the next election by appointment of the Executive Board.

Article IV - Dues

Section 1 - Classes. The Society recognizes the following classes of dues: regular member, student member, family member.

Section 2 - Dues Schedule. The dues schedule for these classes shall be proposed by the President, approved by the Executive Board, and passed by a majority vote of the membership at any regular meeting subsequent to a notice containing the pro- posed schedule, sent to all members.

Article V - Amendments

These Bylaws may be amended at any Regular Meeting of the Society. Proposed amendments(s) shall have been printed and distributed to all members at least two months before the meeting where the changes shall be voted on. Changes to the proposed amendment(s) may be made during the meeting where the changes shall be voted on by a simple majority vote of the members present and voting. Amendments may be adopted by a simple majority of members present and voting.

Article VI - Quorum

Section 1 - Regular Meetings. To constitute a quorum at a regular meeting of the Society, at least one officer and 10 members must be present.

Section 2 - Board Meetings. To constitute a quorum at a meeting of the Executive Board, at least three members of the Board must be present.

Article VII - Parliamentary Authority

In cases of dispute, the rules contained in Robert’s Rules of Order (Newly Revised) shall govern this society in all cases to which they are applicable and in which they are not inconsistent with this Constitution and Bylaws. Nondisputed actions shall be by in- formal affirmation.

This document is a true copy of the Constitution and Bylaws of the Seattle Astronomical Society as revised and amended at the November 2023 regular meeting of the Seattle Astronomical Society.

Alan Spurgeon
President, December 2023