Calendar

1. Name:
a. The Society shall be known as ‘The Rugby and District Astronomical Society’.

2. Aims:
a. The aims and objectives of the Society are to provide opportunities for people interested in astronomy to meet, exchange experiences, information and ideas for the general benefit of members and the public.

3. Executive officers and their roles:
a. The Chairman will oversee the general coordination of Society and Committee matters, including structure and proceedings of the Society, developing and implementing Society Policy. The Chairman shall preside at all Meetings of the Society and Committee. If he is unable to attend he shall appoint a deputy.
b. The Treasurer shall be responsible to the Committee for all financial affairs of the Society. He shall receive all monies due to the Society and shall pay all sums due by the Society. He shall keep the Society accounts, financial records with receipts, and prepare an income and expenditure account for presentation at every Annual General Meeting (AGM). His signature shall be sufficient receipt for monies due to the Society. A bank account shall be maintained in the name of The Rugby and District Astronomical Society. All cheques drawn on the account must be completed in full before being signed by two of the elected officers who are authorised signatories. Authorised Signatories shall be appointed by the Committee.c. All expenditure on behalf of the Society of more than £30 must have the prior approval of the Committee by majority vote. The income and property of the Society shall be applied solely to the expressed objects of the Society, and no portion thereof shall be paid or made over, directly or indirectly, to any member of the Society or third party, except in reimbursement of expenses or material liability incurred on behalf of the Society. The Society accounts shall be independently examined, annually, to the satisfaction of the Committee. The Accounts must be approved by general vote at the AGM by simple majority.
d. Any member should consult the Treasurer, or any other Committee Officer, on any occasion when the financial affairs of the Society give concern or require unusual expenditure.
e. The Secretary will organize social events, arrange advance bookings, coordinate activities undertaken, including safety procedures, book guest lectures, and organize times and venues of general proceedings.
f. The Secretary shall ensure that all members of the Committee have appropriate notice of all Committee Meetings. He shall take minutes of the Annual General Meeting, Committee Meetings and of any business transacted at Meetings of the Society. If he is unable to attend he shall appoint a deputy. The minutes (amended if necessary) must be adopted by a simple majority and authenticated by the signature of the Chairman. The Secretary shall keep safe the records of the Society, other than the financial records, and shall add to these, in particular, details of the meetings held, the minutes recorded and business reports presented during his term of office.
g. The Webmaster will coordinate and maintain the Society website including feedback mechanisms, general electronic advertising, discussion forums etc.
h. The Membership Secretary shall be responsible for keeping a current list of members’ contact details, receive all applications for membership, ensure that membership rules are followed and notify the Committee if they are not.
i. The Membership Secretary shall liaise with other Committee members to ensure that contact details are maintained accurately and that all members receive copies of free Society publications and information to which they are entitled, and are aware of membership rights.

4. The number of Committee members
a. There shall be a minimum of 5 Committee members consisting of Chairman, Treasurer, Secretary, Membership Secretary and Webmaster. A maximum of 4 other members may be appointed or co-opted to the Committee. One Committee member shall be deemed responsible for Health and safety matters.