MACARTHUR ASTRONOMICAL SOCIETY 6th March 2012

BY-LAWS

1. Schedule of Annual Membership Fees and other charges.

2. The classes of Membership are defined in the Constitution (4.1) We do not have a Life Membership category

3. Annual Membership Renewal. The due date for annual membership renewal is the first day of the Macarthur Astronomical Society’s financial year (01 March).

4. Roles for Office Bearers of the Management Committee.

President

a. Co-ordinates all of the Society’s activities.

b. Chairs all of the Society’s meetings.

c. Is the central contact person for members and non-members.

d. Presents an annual report.

Vice President

a. Assists the President.

b. Becomes Acting-President in the President's absence.

Secretary

a. Takes, distributes and keeps on file minutes of all committee meetings, Special General Meetings and Annual General Meetings.

b. Presents all general correspondence received at the Society’s Management Committee Meetings.

c. Where necessary, responds to correspondence.

d. Issues membership notices of acceptance, rejection and termination.

e. Completes and sends the Department of Fair Trading Annual Statement within one month of the Annual General Meeting.

f. Issues routine publicity and media relations.

g. Receives nominations for election and business for consideration at any meeting.

h. Prepares meeting agendas in consultation with the President.

i. Is registered by DOFT as Public Officer.

j. Maintains a register of laser pointer owners.

Treasurer

a. Collects membership dues and all other monies; and issues receipts.

b. Pays all accounts in a timely fashion.

c. Maintains proper records of accounts.

d. Maintains records of membership.

e. Presents annual financial report to the AGM and provides regular reports to management committee meetings.

Editor

This non-committee position shall be filled by appointment by the Management Committee from the Society's financial members. Prepares and publishes the Society's monthly journal. Collates and publishes the Annual Report.

Webmaster

This non-committee position shall be filled by appointment by the Management Committee from the Society's financial members. Maintains and backs up the Society's website, allocates e-mail addresses to office bearers. Moderates the Society's Web Forum.

5. Responsibilities of Position of Stargard Field Liaison Officer

a. Introduction
The Society has obtained Wollondilly Council authorisation to use, as an official user group, the Stargard Field at the Dudley Chesham Sportsground (The Oaks, NSW) to further the Society’s objectives. It is a Council requirement that user groups have a representative on the Sec. 355 Management Committee of the Dudley Chesham Sportsground. To meet this requirement, the Position of Stargard Field Liaison Officer has been created.
The Position shall be filled by appointment by the MAS Management Committee from the Society’s financial members. If circumstances at Stargard Field should so warrant, the position may be discontinued by the Committee.

b. Duties
i) Represent the Society on the Sec. 355 Management Committee of the Dudley Chesham Sportsground. Any conditions attached to the Application as Representative shall be reviewed by the MAS Management Committee as required.
ii) Attend Sec. 355 Management Committee meetings when convened. Obtain information regarding ongoing issues, enquiries and administrative duties and report back to MAS Management Committee in a timely manner.
iii) Obtain Minutes or Discussion papers from Sportsground Committee Secretary for any meetings missed.
iv) The Officer shall not give authorizations or make commitments on behalf of Macarthur Astronomical Society unless they have minor or no impact on MAS operations. If a matter arises that requires immediate actioning and is outside the above guideline, advice must be sought from the Society President or another Office Bearer of the Society.

6. (Not used)

7. Membership Renewal Notices

The Treasurer shall issue renewal reminder notices to members at the last e-mail address provided by each member. Such renewal notices shall be issued:
  + Approximately six weeks prior to membership renewals falling due; and
  + Approximately one week prior to each Ordinary General Meetings held after renewals fall due and before unrenewed memberships expire.
One week prior to the expiration of the two months renewal deadline, the Treasurer shall issue final notices to each member who has yet to renew.

8. Auditor

One month prior to the end of the Society's financial year, the Management Committee shall appoint a person to audit the Society's accounts and present a written opinion as to the state of the accounts. The Auditor's identity shall be announced to ordinary members at least two weeks prior to the end of the financial year. The Auditor shall not be a member of the committee.

9. Appointed Positions

All committee appointments shall be re-affirmed or reconsidered at the first committee meeting following an AGM.

10. Membership Cards

The Society will provide annual membership cards to members and make them available for renewed members to collect at the first meeting following closure of renewals; or for new members as soon as practicable after joining.

11. Management Committee Positions

The Management Committee shall consist of President, Vice-President, Secretary and Treasurer (as provided in the constitution clause 5.1) and three additional elected committee members.

12. Membership Awards

Award badges for the completion of ten years of continuous membership shall be presented at each AGM. Certificates will be awarded to members who have completed five or fifteen years of continuous membership.

13. Laser pointers.

Members shall be advised annually that they are required to formally disclose laser pointer ownership as a condition of membership.