Solent Amateur Astronomers Society

CONSTITUTION

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On this page...

(I) The Constitution
(II) The Society
(III) Society Funds and Property
(IV) Membership
(V) Members
(VI) Discipline
(VII) Meetings
(VIII) Voting
(IX) The Committee
(X) Emergency Powers
(XI) Observatory and Meeting Places
(XII) The Library
Form A - Membership Application
Form B - Membership Renewal
Form C - Ballot
Form D - Postal Vote

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SOLENT AMATEUR ASTRONOMERS SOCIETY
CONSTITUTION
This Constitution outlines the fundamental principles on which the Society is governed.
15th revision, adopted 17th January 2006

(I) THE CONSTITUTION

(1) This Constitution may only be altered with the consent of a simple majority of the membership present at a meeting when such alterations are proposed, seconded and voted upon.
(2) Such alterations may be proposed by any member with the exception of affiliated members.
(3) Such alterations may be voted upon at Ordinary, Extraordinary and Annual General Meetings. At these meetings, any changes will be instituted with immediate effect.
(4) Where a change is proposed, the prior newsletter or a letter will announce 4 weeks in advance if any such changes or issues are to be voted upon. In the case of an EGM however, members will be notified 7 days in advance.

(II) THE SOCIETY

(1) The name of the Society will be the Solent Amateur Astronomers.
(2) The objectives of the Society are;

(a) To promote and encourage the science of astronomy, astronomical research and observations.

(b) To promote the association of observers, other astronomical bodies and those interested in astronomy.

(c) To publish and circulate current information as may be desirable.

(d) To encourage a popular interest in astronomy.

(e) To construct or make available, purchase, sell, let on hire, equipment or literature where possible and appropriate.

(f) To acquire or dispose of property for the purposes aforementioned.

(g) To be affiliated to at least one other astronomical organisation.

(h) To do all such other lawful things as are incidental or conducive to the attainment of any of the above objectives.

(III) SOCIETY FUNDS AND PROPERTY

(1) Any remuneration or material received for the use of Society property, material or events, remains the property and income of the Society.
(2) The income and property of the Society however derived, shall be used solely towards the promotion of the objects of the Society, and no portion thereof shall be paid or transferred by way of bonus, dividend or moneys, to profit any member of the Society.
(3) Nothing shall prevent the remuneration of members' expenses for services rendered in good faith provided that this has been previously agreed with the committee.
(4) There are no paid or salaried positions within the Society and the Society is not a profit-making or otherwise gainful body or business concern. Certain Society events do generate income but any profits are classed as surplus funding.
(5) All surplus funds are to be used in the maintenance of the Society's facilities, objectives and obligations.
(6) Donations of items, services or moneys where made to the Society are accepted on the understanding that the donations are for the Society's objectives, and that unless the committee sees fit to do so, the donors will not receive remuneration or privilege, but their donations will be noted in Society meeting minutes and published in the newsletter.
(7) Every member of the Society of a legally responsible age shall be accountable for any damage or loss of Society funds or property that they are responsible for.
(8) Every member of the Society undertakes to contribute: to the assets of the Society in the event of winding up or dissolution during the time that they are a member; to payment of the Society's debts and obligations contracted before the time at which they cease to become a member; and to the costs incurred in dissolving the Society.
(9) In the event of the Society's dissolution, 75% of any excess of its financial obligations over its collateral shall be carried by the Committee, the remainder being made up by the other Society members of legally responsible age.
(10) If upon the winding up or dissolution of the Society there remains after the satisfaction of its debts and liabilities any property or moneys whatsoever, the same shall not be paid or distributed among its members, but shall be distributed to another Society, group or association not formed for carrying out business for profit, and having objectives similar to the objectives of the Society' to be determined by the members. If this is not possible the said property is to be given or funds raised thereof given to a charitable cause.
(11) True accounts shall be kept of all moneys received and expended by the Society. These accounts shall be made available by the treasurer for inspection at any time by any member of the Society. A report of the accounts shall be made annually at the AGM.

(IV) MEMBERSHIP

(1) Any person or group may apply to become a member of the Society upon completion of Form A (example at rear) and payment of the appropriate subscription fee, where applicable, in force at that time; irrespective of sex, age, race, creed or ability, subject to the Committee's approval.
(2) The Committee reserves the right to terminate a membership at any time and refuse any membership application or renewal. The Committee will cite the reasons for such action.
(3) Any person or member who by resolution of the Committee is deemed to be unsuitable for membership will be refused membership or have their membership terminated. The Committee will cite the reasons for such action.
(4) A term or year of membership lasts from the 1st September of one calendar year to 31st August of the following calendar year.
(5) Membership is in seven categories, they are;

(a) Life Honorary: where a member becomes a member to the end of his or her life or until the dissolution of the Society, whichever occurs the sooner, without the need to pay fees. This membership may be granted or awarded by the Committee once per year to a member who has had 25 or more years membership and who has given exceptional, consistent and long term work beneficial to the Society.

(b) Honorary: where membership without the need to pay fees is granted or awarded by the Committee for the current term. This award may be given for exceptional, consistent and long term work beneficial to the Society.

(c) Affiliated: where another group or body acquire access to Society facilities and meetings for the current term by arrangement with the Committee.

(d) Life: where a person or member becomes a member to the end of his or her life or until the dissolution of the Society, whichever occurs sooner, for (with the exception of the Honorary Life President) ten times the prevailing annual Single fees without further payments.

(e) Family: where a group or family at the same address become members for the current term.

(f) Single: where a single person becomes a member for the current term.

(g) Reduced Single: where a single person either under 18 years of age, or over state pension age, or registered as unemployed, or a full-time student on the date of application or renewal for membership becomes a member for the current term for a reduced fee.

(6) The Committee reserves the right to ask for proof of eligibility for participation in group memberships and for Reduced Single Membership.
(7) Subscription fees will be reviewed and set at the AGM and may change subject to a Committee proposal.
(8) The membership year is divided into four quarters: (1) September to November, (2) December to February, (3) March to May and (4) June to August.
(9) New membership applications received during the first quarter require payment of 100%, the second quarter 75%, the third quarter 50% and the last quarter 25%, of the appropriate annual fee.
(10) All existing members wishing to continue membership must apply for renewal of membership by completing Form B (example at rear) and paying the appropriate subscription fee, where applicable, at the end of the current membership year, with the exception of Life and/or Honorary members.
(11) In all instances, all persons applying for membership or members applying to renew their membership must complete the appropriate form, with the exception of Life or Honorary members, and all applications or renewals will be scrutinised by the Committee and noted in the minutes and newsletter. In the case of a group (i.e., Affiliated, or Family) membership, the person signing, in effect, signs for all of that group.
(12) In all instances, the appropriate subscription fee where applicable must be paid at the same time as submission of the form or else that application or renewal will be refused.
(13) A full refund of any subscription fees submitted will be made in the event of an application for membership or renewal of membership being refused.
(14) Membership will be deemed to have expired if no renewal Form B (example at rear) and subscription fee, where applicable, are received before or by the AGM, which is usually held on the third Tuesday of October, six to seven weeks after the date due. In the event of expiry, re-application for membership may be made.
(15) Membership records will only contain information pertinent to that membership and will be treated with the strictest confidence. This information will not be circulated or otherwise distributed to a third party. It will be made known to only the Committee members the Committee deems absolutely necessary to know this information. A member's details may only be made known outside of the Committee with that individual member's consent.
(16) For ease of administration membership records and information will be held by secure means for the Society's purposes only. This information will be held confidential to the Society and will not be used for any other purpose.

(V) MEMBERS

(1) Members will be admitted in accordance with this Constitution and agree to abide with the Society's rulings.
(2) Members are entitled to enjoy their privileges of membership without let or hindrance.
(3) These privileges are:

(a) Using the Society's facilities provided that they are deemed competent and sufficiently trustworthy by the Committee to do so.

(b) Attending observing meetings when held.

(c) Attending monthly meetings when held and the talks, lectures, displays and speeches where given.

(d) Where available, hiring out the Society's equipment, recordings and literature, provided that they guarantee the safe return of, or the repair of damage (or payment for it) or replacement of damaged or lost items, excepting fair wear and tear. Such items must be returned upon the Committee's request.

(e) Receiving a free monthly newsletter: in the case of Family members or Affiliation, one copy for the household or group.

(f) The right to vote on issues raised at Ordinary, Annual General and Extraordinary General Meetings provided that they are currently paid-up or Honorary members and over 18 years of age at the time of voting, with the exception of Affiliated members except as provided for in (VIII) (2) below.

(g) Where a vacant post exists, eligibility for election or appointment to the Committee, provided that they are currently paid-up or Honorary members, with the exception of Affiliated members.

(h) The entertaining of their guests at meetings and the observatory.

(4) The rights and privileges of members shall not be transferable and shall be personal to themselves.
(5) Members should in any event give a true account of Society affairs and information where requested especially where the public is involved.
(6) Members acting in disputes of a personal nature, do so at their own volition and the Society cannot be held responsible for their actions.
(7) Members wishing to put forward a proposal regarding an amendment to the constitution or make known a matter for the attention of the Committee, may do so by approaching or writing to the Secretary or any other Committee member.
(8) A member may retire from the Society upon giving to a Committee member 14 days notice of their intentions. They will be entitled to refund of monies due to them but not subscription fees, and return of any items loaned by them to the Society, but not items or monies donated to the Society. They must surrender all monies, keys and material owed to the Society as well as any articles let or borrowed or deposited to them by the Society or its members. All privileges will be withdrawn upon receipt of their notice to retire.
(9) A member may request in writing to see their own membership records and have any incorrect information corrected or erased from their records.
(10) Members must exercise caution when issuing advice or information to any other member or third party, especially where personal safety is concerned. If a member has any doubt about the certainty of their advice or information, the enquiry should be directed to the Committee.
(11) The Society shall not be held responsible for any advice or information issued to any third party, by any member, without the authority or consent of the Committee.

(VI) DISCIPLINE

(1) Any member who acts in such a way as to contravene this Constitution, damage equipment, misappropriate Society funds or property, disrupt meetings, harass other members, or in any way acts irresponsibly, or brings the Society into disrepute with the public or its members, or acts in the opinion of the Committee, in any way outside of the spirit of the Society's aims, shall render him- or herself liable to disciplinary action.
(2) Disciplinary action may entail withdrawal of certain privileges of membership or expulsion from the Society and any action resolved by the Committee will be final.
(3) In the event that the Committee considers it appropriate to discipline or expel a member, the Committee shall invite the errant member to attend a Committee meeting or Extraordinary Committee meeting, and shall inform the errant member, with not less than 14 days notice, the purpose of and the reasons for calling the meeting.
(4) The errant member shall be invited by means of a letter via recorded delivery to defend him- or herself at the above meeting which will amount to proof of receipt by the errant member.
(5) If the member being disciplined does not attend the meeting without submitting good reason, in writing by way of a letter via recorded delivery to the committee, which will amount to proof of receipt by the Committee, the Committee reserves the right to conduct the meeting in that member's absence, the Committee reaching a decision regarding discipline or expulsion as the Committee deems necessary.
(6) The Committee's decision shall be communicated to the errant member at the meeting or as soon as possible and shall in any event be in writing.
(7) In any event, confirmation of the results of the meeting shall be conveyed within 14 days of the meeting via recorded delivery letter, which will amount to proof of receipt by the errant member. The results of this meeting shall be published in the Society Newsletter.
(8) The errant member's actions will be deemed his or her own and the Society cannot be held responsible for them.

(VII) MEETINGS

(1) The meetings of the Society shall consist of Ordinary Meetings (OM), Committee Meetings (CM), Annual General Meetings (AGM), Extraordinary Committee Meetings (ECM) and Extraordinary General Meetings (EGM). The venue for these meetings will be published in the Society newsletter or members will be informed by letter.
(2) Any of the above meetings will be chaired by a Committee member; this person in the Chair, hereinafter referred to as the Chairman, shall direct the order of that meeting and has the casting vote should one be required. The Chairman reserves the right to compel a disruptive member or visitor to leave that meeting.
(3) Any of the above meetings shall where possible have an agenda which shall direct the order of that meeting.
(4) Items for consideration at these meetings shall be proposed and seconded and thereupon be voted upon by the members present.
(5) An OM may have any number of members present but must have present a quorum of nine members eligible to vote or 50% of the membership eligible to vote, whichever is the lesser, to enable any voting to take place.
(6) Nine members eligible to vote, or 50% of the membership eligible to vote, whichever is the lesser, shall constitute a quorum at an AGM or EGM.
(7) All members and guests attending any of the above meetings must record their visit.
(8) Ordinary Meetings are where all members are invited to attend, usually on the third Tuesday of the month, at a site to be published in the Society newsletter, where lectures and the like are given, constitutional changes voted upon, observing sessions held and Society matters are open to formal and informal discussion.
(9) Committee Meetings, usually held monthly by arrangement, are where matters arising in the running of the Society are open to both formal and informal discussion, resolution and action, where only the elected or appointed Committee members normally attend, and where other members may attend upon the Committee's invitation or the non-Committee members' request.
(10) Annual General Meetings, usually held in October, are where all eligible members may attend and take part in the election of the Committee, Committee members reports are heard, constitutional additions or amendments are heard and any other matters arising to do with the Society's affairs are heard.
(11) Extraordinary Committee Meetings are Committee meetings called for by any Committee member(s) for attention to any matters which are deemed necessary and cannot wait until the next Committee meeting.
(12) Extraordinary General Meetings are where all members may attend to discuss and vote on such matters as may be deemed to require a decision of the whole membership, such as changing the Constitution. The Committee may call for an EGM, either as a result of a decision taken during a Committee meeting, or following a request from any group of nine members eligible to vote or 50% of the membership eligible to vote, whichever is the lesser. Members will be notified in writing of the date, site and reason for calling the EGM at least 7 days before the meeting. In all other respects an EGM follows the rules governing an AGM.
(13) Any General Meeting which does not contain a quorum shall be postponed and re-held as soon as possible.
(14) Accidents and incidents occurring at Society events, functions, observatory and meeting places, involving the Society's equipment, material or property, members and/or visitors, must be recorded in the appropriate book where possible and must be reported to the Committee.

(VIII) VOTING

(1) Any Committee member may take the chair at a CM, ECM, OM, AGM or EGM, this member having the casting vote should one be required.
(2) All adult Society members are entitled to one, and only one, vote on each proposal. An affiliated group may nominate one of their group to act as their representative who must have written authority from that group to represent them for the duration of the meeting, that person is permitted one and only one vote per group per proposal.
(3) Voting will be by a show of hands upon a proposal and secondment and for a motion to be carried will require a simple majority from the members eligible to vote present. No vote by members whose subscription is due is permitted.
(4) No vote by proxy is permitted.
(5) A vote may be by means of a ballot should at least six members make such a request. These six members must be present at the meeting and eligible to vote.
(6) Votes cast by ballot should be submitted on Form C (example at rear) and given to a Committee member as directed by the Chairman.
(7) In the event of a ballot, the Chairman will become the scrutineer of the ballot and will announce the result. If the result is a tie, the Chairman shall use his casting vote at his discretion if the result is not a simple majority.
(8) A postal vote shall be permitted if six members make a written request to the Committee. The Committee will organise the postal vote.
(9) If a postal vote is requested, the whole membership shall be issued with voting information and Form D (example at rear). An Affiliated group will receive one copy only. The forms must then be submitted to the scrutineers of the ballot by the stated date.
(10) In the event of a postal vote, one Committee member and one other non-Committee member shall be the scrutineers of the postal ballot. The result will be decided by a simple majority of the votes cast. If the result is a tie, the committee shall decide the issue at the next CM or ECM and in any case, the result shall be announced in the next newsletter.
(11) Where all the membership may vote on an issue such as at an OM, AGM or EGM, they will be given prior notice through the Society newsletter or by letter.
(12) Where all the membership may vote on an issue such as at an OM, AGM or EGM, this will require a quorum present and a simple majority for a proposal to be carried.
(13) Where a vote by show of hands or by means of a ballot has to be taken to resolve an issue, the meeting must contain a quorum for any resolution to be valid and binding.

(IX) THE COMMITTEE

(1) The Committee is the elected body which is charged with managing the Society and its affairs.
(2) The Officers of the Society are composed of the following and their duties are:

(a) President; to act as a figure-head and spokesperson for the Society.

(b) Chairman; to chair meetings and keep order in the same.

(c) Vice Chairman; to deputise for the above.

(d) Treasurer; to regulate and account for the Society's financial affairs.

(e) Secretary; to handle Society correspondence, keep records and organise the Society's functions.

(f) Membership Secretary; to handle Society membership records, applications and renewals.

(g) One Members Representative for every 10 members; to act as spokespersons for non-Committee members requests, proposals or other such affairs.

(h) Minutes Secretary; to record the proceedings of the Society's meetings.

(i) Curator of Toothill Observatory; to maintain and co-ordinate observatory functions, to train and permit access to members wishing access, to produce monthly reports and record all incidents and accidents occurring therein.

(j) Editor of the newsletter; to co-ordinate newsletter articles.

(k) Librarian; to co-ordinate and make available the Society's literature and recordings.

(l) Photographer; to record Society events.

(m) Publicity Officer; to co-ordinate and publicise Society events and functions with the general public.

(n) Instrument Hire Co-ordinator; to co-ordinate the hire of the Society's instruments where available.

(o) Webmaster; to co-ordinate and maintain the Society's website.

(3) The Senior Officers of the Committee are; The Chairman, Secretary, Treasurer, Membership Secretary.
(4) A Committee member may only hold one senior position. No member of the Committee may hold more than 3 offices in total.
(5) All Committee positions are to be elected positions. The Committee can only appoint positions if they become vacant during the Societal year.
(6) Vacant Committee positions may be filled by appointment at any time at the discretion of the Committee.
(7) To serve on the Committee a member must have been a member of the Society for at least one whole membership year. In the case of a Senior Committee position that member must have served on the Committee for at least one whole membership year.
(8) Nominations for those interested in the Committee positions should be submitted to the Committee at least 2 weeks prior to the AGM. Unless indicated otherwise, it is assumed that existing Committee members will stand for re-election.
(9) These nominations shall be subject to the procedures for voting.
(10) Five Committee members or 75% of the Senior members of the Committee, whichever is the lesser, shall constitute a quorum at any CM or ECM.
(11) Any Committee meeting which does not contain a quorum may still proceed but any matters requiring action cannot be ratified until a quorate meeting takes place.
(12) One Committee member may delegate or refer to another some of the former's duties only where both parties agree, and may only do so if it is clear that neither are neglecting their duties.
(13) All Committee members shall attend each Committee meeting where possible. Should Committee members fail to attend three consecutive Committee meetings without good reason, they will have been deemed to have relinquished their position. This will not affect their rights as members.
(14) Wherever possible, Committee members unable to attend a Committee meeting should indicate this to the Committee.
(15) It is expected that Committee members should attend a minimum of 4 Society functions that are open to the public each year.
(16) All Committee members must be currently paid up or Honorary members of the Society, but may not be Affiliated members.

(X) EMERGENCY POWERS

(1) If, through events beyond the control of the Society, circumstances arise in which it is impracticable to comply with the provisions of this Constitution or to convene a meeting at which proposals to amend or suspend the Constitution could be considered, the Committee shall take such action as it considers necessary.
(2) Such action must be within the scope, spirit or meaning of the constitution and shall be reported to a meeting immediately this becomes practical.
(3) If it is not practical for the Committee to act by either meeting or correspondence, the authority for action as deemed necessary shall be assumed by at least two of the following officers of the Committee; the President, Chairman, Vice-Chairman, Secretary or Treasurer, or, three or more Committee members, one of whom must be one of those listed above.
(4) If a Committee member holds two senior positions and the Emergency Powers need to be invoked, that Committee member shall be counted as one Committee member only.
(5) The Committee or any of its members are empowered to act as deemed necessary in the event of an emergency which threatens any Society material and property and/or the Society itself.

(XI) OBSERVATORY AND MEETING PLACES

(1) Only the Curators or their appointed nominees may train and instruct a member in the use of the observatory and its equipment.
(2) Only the Curators or their appointed nominees may issue keys to the observatory once it has been ascertained that that member has been deemed competent to hold those keys.
(3) Key-holders must be aged 18 years or more and must have been Society members for a year or more.
(4) All keys, however they were issued, whether via deposit or purchase, shall be deemed to have been on a deposit basis which shall be returnable. In any event, keys remain the property of the Society and are issued on the basis of Society membership, should a key-holder's membership lapse those keys must be returned. Any payment for keys does not convey a member's ownership of those keys. The amount of the deposit required shall be set at an AGM.
(5) If key-holders lose or damage their current issue of key, they must pay for the new or replacement keys. If, for whatever reason, locks are changed, the Society will bear the costs of replacement locks and keys.
(6) In the event of key-holders not using either facility for a period of 6 months, the Curators reserve the right to recall those key-holders for retraining in the event of operational changes, or if the key-holder is deemed to require retraining.
(7) The Curators or their appointed nominees reserve the right to compel a key-holder to return the issued keys if it is felt that the key-holder is unsuitable to hold those keys.
(8) The Curators or their appointed nominees or any Committee members reserve the right to compel a member or visitor to the observatory or meeting place to leave in the event of them being disruptive or dangerous to equipment or persons alike.
(9) All members making use of the observatory or any meeting place must do so in a safe and considerate fashion. This includes all aspects of safety, security and tidiness. All members should ensure that visitors comply with these requirements.
(10) All members attending the observatory or meeting place must familiarise themselves with safety notices and procedures and comply with them. All members should ensure that visitors comply with these requirements.
(11) All members must record their visit to the observatory or meeting place in the appropriate log book. It is a members responsibility to ensure that all non-members visiting the observatory or meeting place also record their visit.
(12) All accidents must be recorded in the accident book and all accidents must be reported to the Committee.
(13) No member should operate or work on equipment or buildings unaccompanied. Members not complying with this condition do so at their own risk.
(14) No member should remain at the observatory or meeting place unaccompanied for any purpose for any length of time. Members not complying with this condition do so at their own risk.
(15) Persons under 16 years of age must be accompanied by a parent, guardian, or responsible person. In the event of a minor being present at the observatory or meeting place who is not accompanied by a parent, guardian, or other responsible person, efforts must be made by any Society member present to ensure that that minor is safely placed under the charge of a parent, guardian, or other responsible person.

(XII) LIBRARY

(1) The loan of books or other Library items from the Society's Library shall be free of charge to any fully paid up member for the duration of the normal loan period.
(2) The normal loan period will be one month and this month is defined as the period from one monthly Society meeting to the next. This period may be extended at the discretion of the Librarian.
(3) All books and other Library items must be signed out by the Librarian (or an authorised person deputising for the Librarian) and signed in at the end of the loan period.
(4) The removal of any Library item without the permission of the Librarian (or an authorised person deputising for the Librarian) is not permitted.
(5) Any member returning a book or other Library item after the normal loan period will be liable to a fine. The amount of the fine will be set by the Committee and will apply for each month an item is overdue.
(6) Certain Library items may be subject to a returnable deposit. In the event of a Library item not being returned on time the member borrowing the item may lose their deposit at the discretion of the Librarian.
(7) No books or other Library items are to be added to the Library without the permission of the Librarian (or their authorised deputy) and all new additions must be properly recorded in the Library's files.
(8) The loan of books or other Library items will be on the understanding that any loss or damage other than normal wear and tear will be charged to the member who borrowed the book or Library item.
(9) Any book or Library item on loan to a member who then ceases to be a Society member must be returned or a charge will be made for its replacement.

FORM C - BALLOT

Number Option Vote Number Option Vote

|_____________ |_____________ |______________| |_____________ |_____________ |______________|

(et cetera as required)
Fill in the Number and Option sections as directed by the Chairman.
Indicate by placing an 'X' next to your selection in the vote column.
Spoilt or otherwise illegible forms will not be counted.
Give this form to a Committee member.

FORM D – POSTAL VOTE

Number Option Vote Number Option Vote

|_____________ |_____________ |______________| |_____________ |_____________ |______________|

(et cetera as required)
Fill in the Number and Option sections as directed by the vote information sheet.
Indicate by placing an 'X' next to your selection in the vote column.
Spoilt or otherwise illegible forms will not be counted.
Return this form to the scrutineers. (Name and address of the scrutineers.)

This constitution dated 17th January 2006, 15th revision.