Constitution and Rules

THE FARNHAM ASTRONOMICAL SOCIETY CONSTITUTION AND RULES

 11 December 2007 

Click to download the FAS Constitution and Rules in Adobe PDF format.

1. The Name of the Society

The Society shall be called The Farnham Astronomical Society, hereafter called the Society.

2. Objectives

The objectives of the Society shall be to promote an interest in astronomy and its allied sciences by: i) holding meetings for the delivery of lectures, ii) extend knowledge by research, observation and publication, iii) actively promote an interest in astronomy to the public at large, especially young people.

3. Membership

The Membership of the Society shall consist of the following categories:

i) Full Member - anyone interested in astronomy.

ii) Junior /Student Member - shall be defined as under the age of 18 years or in full-time education.

(Note: These categories of membership allow for differences in subscription levels)

The Society shall place the highest priority on the wellbeing of children attending its meetings. The Society shall follow the procedures issued by the Federation of Astronomical Societies in their handbook (section 5.1) where a child is defined as being below 16 years of age. Parents must give written consent for the child to participate unaccompanied in the Society’s events. If the Society is invited to an event, it shall be made clear to the organisers of the event that they are responsible for the wellbeing of the children participating.

4. Management Committee

The management of the Society shall be vested in a Committee of no more than nine members consisting of the officers: Chairman, Secretary, Treasurer, Observing Coordinator, Membership Secretary, Librarian and not more than three other members. The Committee shall be elected at the Annual General Meeting.

5. Voting and Attendance

Only Full members shall have the right to propose candidates for election to the Committee, to vote at meetings and to serve as officers of the Society. All members shall have the right to attend meetings and observing sessions, to introduce visitors to meetings, and to receive a copy of any proceedings published by the Society during their membership.

6. Admission to membership

The Membership Secretary shall admit every candidate to the appropriate grade of membership but may consult with the Chairman or other Committee member if doubts exist on suitability. The Committee shall maintain a register of members, setting out the full name and address, telephone number(s) and email address of each member, the date admitted to membership, date of last subscription, and the date on which any person ceased to be a member. Members have the right to view and correct their information by contacting the Membership Secretary.

7. Expulsion of members

In the event of a member being unable to accept the aims of the Society and/or whose actions are contrary to its good name, then they may be removed from membership. Such a final step shall be taken at a Committee meeting with two-thirds of its members present and in majority support of such action. This will normally be a last resort and should be preceded by informal efforts to resolve the matter.

8. Subscriptions

All members shall pay an annual subscription, which shall be decided by the Committee. The annual subscription shall become due at the January meeting, but in the case of new members on a pro-rata basis.

9. Arrears of subscriptions

Any member whose annual subscription has not been received by 1st April, in the due year, shall not be entitled to the rights and privileges of membership. Any member in arrears at 12 months will be removed from the list of membership.

10. Quorum

At meetings of the Committee, a quorum shall consist of four members, including at least two officers. At general meetings of the Society, a quorum shall consist of at least one-quarter of all paid-up members.

11. Co-option

The Committee shall have the power to co-opt other members at their discretion.

12. Annual General Meetings

The Society shall hold an Annual General Meeting during the month of December. Members shall be given not less than fourteen days notice of the meeting. The meeting agenda must include a presentation of accounts by the Treasurer and elections to the Committee.

13. Special General meetings

The Committee may at their discretion or upon receiving a written request signed by not less than five Full Members, convene a Special General Meeting of the Society. There shall be not less than fourteen days notice of the date and purpose of such a Special General Meeting. Only business specified on the meeting agenda may be discussed at a Special General Meeting.

14. Minutes of meeting

Minutes shall be kept of the meeting of the Committee and the minutes of each meeting shall be read as the first business of the next ensuing meeting.

15. Observing meetings

The Observing Secretary shall have the right to limit the attendance at any Observing meeting if and when conditions make this necessary.

16. Accounts

The Treasurer shall manage the Society’s finances using an account held with a recognized bank. The Treasurer or his appointed deputy (the alternative signatory lodged with the bank) must sign all withdrawals on the accounts. The accounts of the Society shall be made up annually to the month prior to the AGM.

17. Property of the Society

The Committee may, from time to time purchase books, telescopes, projectors or such articles as may be necessary for the furtherance of the objectives of the Society or may direct the same to be sold if not required. An inventory of the Society’s property shall be attached to the annual accounts.

18. Disposal of property

In the event of the dissolution of the Society, its property or effects (funds or otherwise) shall be disposed of as determined by the Committee.

19. Alteration to rules

No rule shall be altered or a new rule incorporated, except by a two-thirds majority of votes of the members present at a General Meeting of the Society. Any resolution to alter the rules shall be endorsed by at least three Members and shall be submitted to the Secretary of the Committee, for circulation to members of the Society, not less than fourteen days before the meeting.

20. Copies of rules

A copy of these rules shall be posted on the Society’s website as well as given to each new member.